Coordinator, Support Operations
University of Nevada, Reno
The Coordinator of RLHFS Support Operations, under the direct supervision of the Assistant Director, Support Operations and with input from management staff, coordinates applications and housing assignments within Residential Life, Housing and Food Services. The position is the primary position for coordinating the housing application process, including ensuring the housing management system is properly configured to accept applications for all terms, according to submission and close dates. The position coordinates changes to roommate matching questions, Living Learning Community updates, assignment accommodations for students with disabilities, Return Student Housing process, room changes, including addressing student and parent concerns with regards to assignments, roommate requests, and changes prior to move in and working with Residential Life staff on changes after opening, temporary housing, and fee assessments. This position also coordinates the department internal and external communication for application and assignments process; conducts presentations at orientation, participates in University recruitment events, communicates and corresponds directly and indirectly with students and parents, and participates at department faculty and staff training sessions and retreats. This individual works directly with the overall year-round administration of the University residential system and summer and conference housing. The Coordinator conducts regular audits and assists with various department operations including communication with department staff. The position is knowledgeable of all federal, state, local and university policies regarding confidentiality and protection of electronically stored data.
Major Responsibilities
45% - Application and Assignment Administration
In consultation with the Assistant Director, Support Operations implement the overall housing assignment strategy, coordinating and performing operational aspects of residence hall and apartment applications, assignments, and fee assessment processes
Manage conversion of room types as needed, adjust room occupancy in assignment system as directed
Configure the housing management to accept applications for all terms; creating and update the individual terms and financial invoices; manage submission and close dates
Communicate with students and residence life staff regarding assignments and room change options, including accidental private and accidental double options when available
Manage waitlist for housing applications
Work in coordination with Residential Life Staff to accommodate students and meet community needs for emergency and non-emergency room changes
Review room change processes for quality management and communicate any issues with Assistant Director for Support Operations
Coordinate room assignments for; temporary housing needs including summer, overflow, and semester break housing, make and communicate room/building assignment changes related to accommodations for disabilities with Residence Life and Housing Facilities staff, and assign and coordinate early arrivals to the residence halls with building staff
Review written and electronic communications with students regarding application status, housing assignments, housing requirements, check-ins/check-outs, meal-plan usage, return housing, wait list status, moving out, and closing
Coordinate the return student housing; application, open houses with building staff, development of FAQ sheets, correspondence with residents, and presentations of information to department staff members
Perform room and board fee assessments and audits
Queries data and prepares reports for housing applications, meal plans and occupancy and makes recommendations for the Assistant Director of Support Operations and Director for Residential Life for projected needs
Conduct occupancy audits, including signature rosters, warm body counts and RCR/Key card audits
35% - Department Operations
Supervise the regular dissemination of comprehensive rosters, housing application reports, and queries for daily operations and informed decision making
Coordinate monthly information updates related to housing applications and assignments placed on department website and for social media dissemination
Coordinate ad hoc projects requested of classified and student staff by other administrative faculty
Supervise the work assigned to classified and student staff in regards to applications and assignments for completeness, accuracy, and compliance with university and department standards.
Address student and parent concerns with regards to assignment, contract, roommate requests, and changes (prior to move in and in conjunction with Residence Life staff post move in).
Participates at department faculty and staff training sessions and retreats regarding and to present information related to areas of responsibilities; the room assignment/room change/return housing processes to ensure accurate handling and information are provided
Assist with developing and implementing audit processes to ensure daily compliance with existing policies and response to periodic audits
Observe, evaluate, and provide feedback to the appropriate departmental staff on the quality of the following: housing and dining facilities and their furnishings and equipment; service provided by departmental staff, dining and custodial services of the department; programs presented by the department; and/or materials distributed by the department
10% - Supervision
Supervision of one classified staff position performing administrative support related to housing assignments and operations to include hiring, training, evaluation and handling employee relations issues
Assign and oversee projects and tasks with follow up to ensure deadlines are met (room change requests, entries for tracking log management, rosters, and other reports)
5% - Special Housing Needs/Summer Conference
Order and inventory supplies for conference housing, including linen
Assign rooms to groups, coordinating group check-in and check-out, incorporating customer service for all groups
Provide guest counts/occupancy for billing process
Communicate directly with group leaders as needed in Assistant Directors absence
5% - Residential Life Support
Provide outstanding customer service with a commitment to student development in all programs and services
Serve as primary contact person for opening and nonbusiness hours emergency room changes and housing assignment placements Minimum Requirements
- Bachelor's Degree and 2 years of related work experience
- Master's Degree and 1 year of related work experience
Administration and management of residence life, housing in a college setting.
General higher education regulations, policies, and administrative procedures.
Student affairs philosophy.
Project management.
Statistical report generation and review.
Office automation.
FERPA regulations
Skills:
Leadership.
Public relations and customer service.
Program, administration, management, and supervision.
Proficiency in use of a personal computer and current software applications including but not limited to Microsoft Office Suite (Word, Access, Excel, PowerPoint, and email)
Ability to:
Think critically and make effective decisions.
Set and adjust goals to meet the needs of the department in the context of the university mission.
Employ sound judgment to develop, apply, and adjust plans, policies, and procedures to meet changes in conditions or needs.
Identify issues and problems that need to be addressed.
Employ creativity and practicality to solve diverse and difficult problems.
Interact with and relate to students and customers
Coordinator, Support Operations