2 positions available Payroll Title: BUS SYS ANL 2
Job Code: 7583
Job Open Date: 8/8/2024
Application Review Begins: 8/23/2024
Department Code (Name): DSRS (DEAN STUDENT RESIDENTS)
Percentage of Time: 100%
Union Code (Name): 99 Non-Represented
Employee Class (Appointment Type): Staff: Career
FLSA Status: Non-Exempt
Salary Grade: PSS/21
Pay Rate/Range: The budgeted salary range that the University reasonably expects to pay for this position is $39.75 to $41.76/hr. The full salary range for this position is $33.29 to $59.15/hr. Salary offers are determined based on final candidate qualifications and experience; the budget for the position; and the application of fair, equitable, and consistent pay practices at the University.
Work Location: UCEN 3rd floor
Working Days and Hours: Mon-Fri 8am-5pm
Benefits Eligibility: Full benefits
Type of Remote or Hybrid Work Arrangement, if applicable: Hybrid (Both UC & Non-UC locations)
Special Instructions:
For full consideration, please include a resume and a cover letter as part of your application.
Department Marketing Statement:
Residential & Community Living promotes a self-regulated environment for the residents of University residence halls and apartments. Their services foster the residents' ability to live together respectfully and responsibly in a learning community and promote the academic success of all residents. The residential education program provides a quality living experience as well as opportunities to interact with other residents, faculty and staff.
Benefits of Belonging
Working at UC means being part of this vibrant institution that shines a light on what is possible. People make UC great, and UC recognizes your contributions by making this a great place to work. Excellent retirement and health are just one of the rewards. Learn more about the benefits of working at UC
Brief Summary of Job Duties:
Under the direction of the Assistant Director for Housing Systems & Operations in University & Community Housing Services (UCHS), the Housing Services Analyst is responsible for analysis, design, construction, and maintenance of the University housing contract allocation systems in both the residence halls and apartments to ensure consistency, equity, and efficiency for internal and external users. This position serves as a primary liaison with the Administrative & Residential Information Technology (ARIT) staff to align data management practices with operational needs of the UCHS staff and the customer. This position analyzes current and historical contract data for reports and departmental planning purposes, trains staff on the use of necessary computer programs and software, and works collaboratively with the Manager(s) to establish goals for the unit. Additionally, the Analyst is responsible for billing of ad hoc, daily, monthly, and yearly University Housing charges as well as the monitoring collections and implementing efforts to reduce write-off charges for more than 10,000 residents.
Required Qualifications:
Bachelor's degree in related area and / or equivalent experience / training
Demonstrated ability to work with others from diverse backgrounds.
Intermediate knowledge of related areas of IT.
Self-motivated and works independently and as part of a team.
General knowledge of business and process analysis functions.
Skills associated with analysis of processes and issues of moderate scope, information flow and architecture.
Demonstrated effective communication and interpersonal skills. Demonstrated ability to communicate technical information to technical and non-technical personnel at various levels in the organization. Interpersonal and communications skills to work with both technical and non-technical personnel at various levels in the organization.
Preferred Qualifications:
1-3 years Relevant work experience Preferred
Knowledge of Mercury and/or other room assignment systems preferred
35% Analysis of Contract Allocation Systems/Processes
Analyzes current contract systems, applications, and allocation processes to develop new and improved methods and procedures.
Meets regularly with the Managers of Assignment Services to continue understanding the needs of student residential populations, and provides ongoing development and support of dynamic systems that meet those needs.
Creates and maintains process documentation and operation manuals.
Evaluates, designs, constructs, implements, monitors and troubleshoots the application and contract processes in accordance with departmental objectives for a population totaling more than 10,000 residents.
Ensures that processes serve the specific needs for diverse populations served by University housing including new first-year freshmen, junior-level transfer students, new graduate students, students with families, continuing students in all categories, Education Abroad Program reciprocity students, UCSB Extension students, readmitted students, Summer Session students and post-doctoral researchers.
Thoroughly tests application, contract, and allocation systems before processes open to ensure utility, reliability, and quality of previously untested systems.
Resolves faulty segments and error messages with edits to data settings and templates to ensure no negative impact to the user.
Informs internal and external staff when processes are complete and active, and assists with ongoing support as needed.
Consults with UCHS Managers to determine exceptions to eligibility standards and guidelines for new student populations.
Determines eligibility of applicants for contract and lottery processes using judgment based on data base information and supporting documentation supplied by applicants.
Conforms all processes to ensure adherence to policies and eligibility criteria by defining access through technical parameters.
In consultation with the UCHS Managers, analyzes and coordinates new and ongoing allocation processes and associated deadlines to ensure programs are set to reflect departmental priorities in regards to special populations and all other student residents, as well as allow for sufficient time for multi-step verification processes.
Prepares and disseminates associated calendars as appropriate and is the point person for communicating any changes to timelines.
Analyzes and executes process for holding spaces and allocating special guarantees in residence halls and apartments during each contract process.
Informs supervisors and advises staff on processes to allocate these special guarantees.
Coordinates the implementation of UCHS processes in line with the timelines of ARIT, Business and Financial Services (BFS), and the Billing Accounts Receivable Collections (BARC) unit's processes to ensure timely and accurate billing of student residents in University housing, and safeguard against additional financial confusion for students.
35% Design/Maintenance of User Interface
Coordinates regular interfaces of student data from other University departments (Admissions, Graduate Division, Registrar, Financial Aid, Colleges, BARC, etc.) within UCHS data management systems.
Ensures FERPA guidelines are being followed in the transfer of data, and fixes any import issues.
Designs Telerik, Mercury and Power BI Reports in order to make data accessible to staff.
Architects customized forms, applications, and templates using the Mercury platform through Residential Management Systems' (RMS) web-based student housing management software.
Responsible for building and maintaining custom housing applications, contract processes requiring electronic signatures, and student self-assignment templates.
Performs critical role of maintaining software during high-volume contract cycles and immediately resolving issues that arise.
Is considered an expert to consult for technical process questions and advises staff on effective use of Mercury.
Reviews internal and external user templates, applications, forms, and other communications in order to ensure consistency between processes and efficiency for the user.
Resolves any issues or inconsistencies found, and updates staff of any changes made.
Designs, maintains, and updates systems for accommodations and petitions related to confidential disability accommodations, residents' financial needs, and exceptions to policies and contractual obligations.
Analyzes and executes changes to the University housing contracts and terms and conditions, as needed.
Administers complex waiting lists for all areas of university-owned housing including Residence Halls, Undergraduate and Graduate Apartments, and Family Student Housing, analyzing a variety of factors including availability, need, differing levels of priority, and eligibility.
Utilizes a high degree of judgment to maintain the integrity of policies and the highest level of occupancy, while also providing a high level of customer satisfaction.
Analyzes changes in RMS product upgrades as they relate to UCHS functions and integrates accordingly.
Researches and stays informed about future product development, and proposes avenues to ARIT and UCHS Managers to incorporate unique products and innovative ideas into our systems. Represents University and departmental needs to RMS for program changes and product updates.
15% Resident Billing Systems and Processes
Responsible for daily billing of ad hoc charges such as key replacement charges, damages, meal plan changes, contract cancellations, etc. Responsibilities include generation of electronic billing batches with subsequent upload to Billing Accounts Receivable Collections (BARC) billing system, after which housing room and board as well as other charges will post to student perm accounts.
Generates billing adjustments, based on contract modifications.
Tracks the financial impact of payment plan deferrals and late payments.
Completes monthly, quarterly and annual billing for room/board and rent for all student residents housed in University facilities.
Estimated yearly billing amounting in the tens of millions of dollars, possibly exceeding $100,000,000 annually.
Generates student activity billings for Residential Housing Association (RHA), Student Apartment Community Council (SACC), Graduate Student Apartments Community Council (GSACC), and Family Student Housing Tenant's Union with electronic upload to resident BARC accounts.
Develops and maintains annual billing cycles in accordance with campus academic calendar and payment plan billing schedules in consultation with BARC and Financial Aid.
Manages a complex set of billing plans, including administration of billing operations for multiple year billing cycles concurrently.
Produces regular and in-depth financial and statistical analysis of payment plan take rates and occupancy, damage charges, break occupancy, and short-term housing rates and occupancy.
Monitors eligibility, compliance and payment for residents that receive housing assistance payments through the county/state and federal Housing and Urban Development (HUD) department.
Uploads complex HUD billings to BARC, which requires posting client credits and debits on separate BARC account.
Resolves discrepancies with "HUD" accounts when required.
Responsible for coordination of UCHS proactive processes to ensure timely recovery of past due payments from student residents in University housing.
This includes collection of late charges for all residents housed in University facilities.
Monitor BARC reports for amounts owed to University housing after credits, such as payments from individuals or families and financial aid.
Maintains and updates late list report, and assists internal staff with running report, late list billing, follow up with residents, and Notices to Pay Rent or Quit.
Resolve discrepancies with occupant statistics and booking/billing errors as required.
Coordinate all debt collection efforts on delinquent accounts: Track aging receivables, whenever possible. Analyze account transactions designated for write-offs, researching selections for validity and conformity with departmental and campus policies.
10% Reports, Templates and Other Resources
Research and maintain all allocation history which includes total number of applications for various populations, return rate, special offers/returns, and all attrition rates.
Develops operational and informational reports using database query applications (i.e., Power BI) to disseminate student data to other units within Housing, Dining, and Auxiliary Enterprises (HDAE) including, but not limited to, Dining Services, the University Center Post Office, Transportation and Parking Services, as well as departments outside of HDAE such as the University Police and Financial Aid and Scholarships, as needed.
Meets with end user of student data to assess if report provides all necessary information, and makes adjustments to report or delivery system as needed.
Complies with FERPA guidelines to ensure those receiving information have a legitimate educational interest.
Writes reports for Residential and Community Living staff using Power BI and Telerik and facilitates publication to Admin Services Info View or Mercury Reports to make residential data accessible in the form of dynamic lists.
Reviews, updates, and standardizes reports on a regular basis to ensure programmatic goals are met.
Determines with ARIT the folder structure and permission levels of Info View reports to maintain security of resident data.
Trains UCHS team to use necessary computer processes, software, and business-related product updates, including database management systems (i.e., RMS/Mercury) and query applications.
5% Advising, Customer Service and Outreach
In accordance with campus standards, regularly writes and sends mass emails on critical issues to University housing resident population exceeding 10,000 on behalf of UCHS, and at times to the larger student body of UCSB. Provides complex reports that include necessary data fields for messages, and ensures timely delivery of all mass communication.
Advises residents, prospective residents, Job Standards, staff, and others on all housing and contractual issues, responding to written, email, telephone, and in-person inquiries.
Examines confidential residency issues/concerns (such as health, disability, family issues, etc.) and attempts to resolve to support unique individual needs.
Makes judgments to pursue resolution and/or coordinate referrals to a variety of other campus departments or channels when appropriate, requiring knowledge of departmental and campus policies, procedures, and resources.
Advises residents on policies and potential options for exceptional requests.
Uses independent judgment to either approve exceptions or refer requests to Exceptions Committee.
Provides information and assistance with room change processes, contract cancellations, and resident information as requested by Assistant Directors, Resident Directors, and Complex Coordinators
Actively participates in outreach efforts for Spring Insight, Gaucho Transfer Fridays, and Transfer Orientation.
UC Vaccination Programs Policy:
As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs. As a condition of Physical Presence at a Location or in a University Program, all Covered Individuals** must participate in any applicable Vaccination Program by providing proof that they are Up-to-Date with any required Vaccines or submitting a request for Exception in a Mandate Program or properly declining vaccination in an Opt-Out Program no later than the Compliance Date (Capitalized terms in this paragraph are defined in the policy.). Federal, state, or local public health directives may impose additional requirements.
*Note: The Policy on Vaccination Programs - With Interim Revisions was updated effective August 16, 2023. A systemwide review of this policy will take place in Fall 2023 with an expected issuance/effective date in early 2024.
**Covered Individuals: A Covered Individual includes anyone designated as Personnel or Students under this Policy who physically access a University Facility or Program in connection with their employment, appointment, or education/training. A person accessing a Healthcare Location as a patient, or an art, athletics, entertainment, or other publicly accessible venue at a Location as a member of the public, is not a Covered Individual.
Equal Opportunity/Affirmative Action Statement:
UC Santa Barbara is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status. For the University of California's Affirmative Action Policy, please visit: https://policy.ucop.edu/doc/4010393/PPSM-20. For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination.
Reasonable Accommodations:
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