Coordinator for Occupancy _ REVISED REVIEW DATE

Posting Details

Recruitment Number

992

Working Title

Coordinator for Occupancy _ REVISED REVIEW DATE

Position Type

Staff/Administrative

Appointment Percentage

100

Division/College

Student Affairs Division

Description of College / Department / Program / Division / Unit

The Division of Student Affairs’ role is to enhance and support students learning experience here at UWL . We work closely with faculty, staff, community members, alumni and most importantly, students to provide quality programs and services which promote learning, leadership, involvement, service and the celebration of diversity. The Division includes a number of departments: Campus Child Center, Counseling and Testing, Student Health Center, Intercollegiate Athletics, Recreational Sports, Residence Life, Student Life, University Centers, and the Vice Chancellor & Dean of Students office. The staff of the Division is truly student-centered and concerned about the holistic development of the student.

Position Summary

The Coordinator for Occupancy is a member of the Leadership Team within the Office of Residence Life, reporting to the Assistant Director for Operations. The Coordinator for Occupancy will provide oversight for the entire StarRez housing occupancy management system and is responsible for designing and implementing all major housing application processes. This position also coordinates the department’s internal and external communication for the application and assignments process. The Coordinator for Occupancy serves an important role in supporting and collaborating with the department Operations Team and contributes to the vision, mission, and values through participation in strategic planning, departmental goal setting, and determining priorities. The Coordinator for Occupancy has shared responsibility for the functional development of full-time staff within the department. In addition to the primary job responsibilities, the Coordinator for Occupancy assists with providing overall leadership, coordination, collaboration, and direction for all Residence Life initiatives, services, and operations.

Required Qualifications

• Master’s Degree.
• Prior full-time residence life experience.
• Prior experience working with Occupancy Management systems.
• Demonstrated commitment to customer service.
• Demonstrated commitment to social justice, diversity, and inclusion

Preferred Qualifications

• Computer skills including database programs (Star Rez, TMA, or other occupancy management systems).
• Demonstrated critical thinking and problem-solving skills.
• Demonstrated ability to focus on details, to plan effectively, and to work autonomously.
• Supervisory experience.
• Website editing/design experience.
• Ability to work in a fast-paced environment with many interruptions and multiple tasks requiring attention. Must be able to effectively manage these conditions while maintaining appropriate work output and friendly service.

Physical Demands

• Ability to stand, walk, and/or sit to perform essential job functions.

Working conditions and environment

• Some evening and weekend work required.
• Assistance with an emergency response may be required.

Miscellaneous Information

Duties/Responsibilities

These are the job duties required for the position.

Responsibility Statement

Star Rez Management

Duties to Support Responsibility

• Functional lead for StarRez, including management of daily operations and large scale functions of the StarRez system.
• Provide regular support, training, and direction to office support staff as it relates to occupancy projects.
• Serve as the department’s first contact for Star Rez related issues and ideas for improvement
• Provide Star Rez training to staff members at all levels within the department.
Conduct regular security audits for StarRez user access.
• Act as the liaison between Information Technology Services and the Office of Residence Life for all things related to occupancy management to ensure proper overlap of procedures within the database system.
• Follow up with database vendor on any technical issues, work tickets, and system updates.
• Track and report all occupancy related items, including but not limited to, weekly occupancy reports, applications, reservations, cancellations, and withdrawals.
• Troubleshoot and problem solve student issues/concerns as it relates to occupancy, application, reservations, move in, and move out.
• Create and run reports in Star Rez. Utilize and share data with the Assistant Director and other campus partners.
• Conduct data tracking for utilization with occupancy projects and other needs.
• Responsible for consultation with Enterprise Application Support staff from Information Technology Services related to StarRez projects, enhancements, or work tickets.
• Oversee StarRez interface with CBORD (Student ID and card access database) and trouble residence hall card access issues.

Percentage Of Time

50

Essential

Yes

Responsibility Statement

Residence Life Processes

Duties to Support Responsibility

• Design, implement, and communicate the following:
o manage the student room change process
o contract and application process for new and returning students.
o early arrival process for new and returning students.
o winter break process for new and returning students.
o contract cancellation request process for new and returning students.
• Communicate processes to campus partners, with special emphasis on collaboration and communication with the Office of Admissions and the Office of International Education and Engagement.
• Coordinate early arrival and winter break housing.
• Serve on Housing Contract Cancellation Committee.
• Provide updates for the housing contract.
• Communicate with students and parents to resolve issues related to Residence Life processes.
• Serve as the Residence Life main contact for the U.S. Census Bureau and facilitate all student outreach related to census surveys
• Collaborate with the Assistant Director in the development of all housing contracts.
• Coordinate processes for academically ineligible and non-enrolled student outreach related to housing contract terms and conditions
• Record and track all student accommodations approved for the ACCESS Center

Percentage Of Time

25

Essential

Yes

Responsibility Statement

Assignments

Duties to Support Responsibility

• Design, implement, and communicate the assignment process to new and returning students.
• Design, implement and communicate assignment processes for LLCs/themed communities, and Gender Inclusive Housing.
• Serve as Residence Life’s initial contact for Gender Inclusive Housing.
• Ensure accuracy of student room assignments and oversee the collection and processing of student room change requests.
• Initiate fall and spring housing billing processes and work with the Assistant Director of Operations to ensure accuracy of billings.
• Oversee all manual and automated housing billing processes and coordinate with UWL Cashier’s Office all major student billing projects.
• Provide support in the assignments for large conferences including the WIAA State Track Meet.
• Communicate with students and parents to resolve issues related to assignments.
• Serve on the Accommodations Committee and facilitates appropriate room assignments based on the committee’s approved accommodations

Percentage Of Time

10

Essential

Yes

Responsibility Statement

Marketing and Outreach

Duties to Support Responsibility

• Coordinate Residence Life’s representation at campus resource fairs and orientation days in order to answer questions and provide information about campus housing.
• Monitor and supply content for department website regarding room sign-up, break housing, and other occupancy related information students and families need to know.
• Coordinate and update Residence Life brochures and information distributed through the Admissions Office.
• Meet regularly with the Admissions Office to review patterns, trends and messaging.

Percentage Of Time

10

Essential

Yes

Responsibility Statement

Operations Team Member

Duties to Support Responsibility

• Provide guidance and support to the front office staff regarding residence life processes and Star Rez functionality.
• Assist with the training and serve as back up supervisor of office student staff.
• Work collaboratively with the operations team to create an environment of excellent customer service and operational efficiency.
• Represent Residence Life at campus resource fairs and orientation days in order to answer questions and provide information about campus housing.
• Serve on the additional university, divisional, and departmental committees as assigned by Assistant Director of Operations.
• Other duties, as assigned by the Assistant Director of Operations to assist with housing and business operations within the department.

Percentage Of Time

5

Essential

Yes

Posting Detail Information

Special Instructions

Posting Date

01/07/2021

Close Date

03/15/2021

Continuous Recruitment

Yes

Continuous Recruitment First Review Date

02/05/2021

Position Contact Name

Tony Hansen

Position Contact Email

thansen2@uwlax.edu
Required Documents
Required Documents

1. Resume/Curriculum Vitae
2. Cover Letter/Letter of Application
3. Reference Contact Information

Optional DocumentsSupplemental Questions

Required fields are indicated with an asterisk (*).

1. The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identities of finalists must be revealed upon request. See Wis. Stat. §. 19.36(7).
   • I wish for my name to remain confidential until the university is no longer able to do so.
   • I waive my right to keep my name confidential through the application process.
2. Will you now or in the future require visa sponsorship for employment at the University of Wisconsin-La Crosse? (UW-L and UW System institutions pay for some or all of the sponsorship costs. Some candidates may require an H1B or another form of employment sponsorship to work in the US. This question is asked so that if you are the successful candidate, Human Resources can work with your work unit to begin the process of obtaining this visa).
   • Yes, I will require sponsorship prior to employment.
   • Yes, I will require sponsorship for continued employment if hired.
   • No, I do not require sponsorship and am eligible to work in the US.
3. Please provide your most recent employer, supervisor name and contact information, including phone number and email address. (Pursuant to UW System Administrative Policy 1275, UW System requires reference checks related to sexual harassment and sexual violence to be conducted at a minimum with a final candidate’s most recent employer and with all previous UW System institution and State of Wisconsin agency employers from the past seven years. UW-L will notify you prior to contacting your supervisor).
   
   (Open Ended Question)
   
   
4. Are you currently employed by or have you been employed by a UW System institution or a State of Wisconsin agency during the last seven (7) years? Please answer yes or no. If yes, provide the institution or agency name, your supervisor and contact information, including phone number and email address.
   • Yes
   • No
5. After you retire from a Wisconsin Retirement System (WRS) employer, you may return to work with a WRS employer as a rehired annuitant, provided certain requirements are met. There are no restrictions on what type of position a rehired annuitant can hold. Under the WRS, there is no limit to how much you may earn as a rehired annuitant. (Learn more: https://www.wisconsin.edu/ohrwd/benefits/life-events/empcha/ra/). Are you currently collecting an annuity from the Wisconsin Retirement System, (WRS)?
   • Yes
   • No
6. How did you hear about this employment opportunity?
   • Chronicle of Higher Education Web Site
   • Discipline-Specific Publication/Web Site
   • HERC Web Site
   • HigherEdJobs.com Web Site
   • Job Center of Wisconsin Web Site
   • Minority Publication/Web Site
   • University of Wisconsin - La Crosse Social Media (i.e. Facebook, LinkedIn, Twitter)
   • University of Wisconsin - La Crosse Web Site
   • La Crosse Tribune
   • Personal Referral
7. Are you an alum of the University of Wisconsin-La Crosse?
   • Yes
   • No
8. Were you ever found to have engaged in any sexual violence or sexual harassment in a previous work assignment? (Required under UW System Administrative Policy 1275)
   • Yes
   • No
9. Are you currently under investigation or have ever left employment during an active investigation in which you were accused of sexual violence or sexual harassment? (Required under UW System Administrative Policy 1275)
   • Yes
   • No