Contracts and Communications Coordinator for University Housing

The Contract and Communications Coordinator for University Housing serves as the department brand manager and the primary point of contact and processor for all incoming student contracts.  As such, this position will often coordinate with the Office of Admissions and the Office of Orientation to represent University Housing at prospective student preview days and incoming student class registration events.  As the brand manager, key responsibilities will include maintenance of the department website, social media presence, email account, and supervision of 2-3 student graphic designers.  Additionally, this position will supervise up to 20 student front office assistants and oversee the Housing front office operations including on-campus mailroom management.  Successful candidates will have demonstrated skills in student development and recruitment, excellent oral and written communication skills, data management in resident management software, and an understanding of the intersectionality of identities.

Anticipated start date: July 5, 2021

QUALIFICATIONS

Minimum / Required (these are absolute and required of all candidates)

• Bachelor’s degree from an accredited institution.
• Demonstrated effectiveness in written and oral communication skills.
• Ability to successfully manage multiple priorities.
• Ability to work successfully as a member of a team.

Highly Desired (these are the preferred qualifications of an ideal candidate for this position)

• Master’s degree preferred in higher education, counseling, social work, psychology, organizational development, or closely related field.
• Work experience in student affairs.
• Supervisory skills that demonstrate an ability to effectively support and challenge staff members.
• Experience with resident management software or closely related database management.
• Experience managing websites and social media personas.
• Demonstrated competence in intercultural development.

RESPONSIBILITIES

Coordinate upcoming Academic Year student Housing and Dining Contracts (40%)

• Upcoming academic year contract coordination
• Coordinate all administrative functions including promotion, mailing, distribution and collection of housing and dining contracts for upcoming academic year (includes first-year, re-entry, transfer, required and continuing students).
• Utilize the Resident Management System (RMS) to process contracts, deposits, housing preferences, and roommate selection for upcoming academic year and general data collection for resident records.
• Serve as the primary point of contact for inquiries from first-year, re-entry, transfer, required and continuing students.
• Ensure monitoring and compliance with the Board of Regents’ Residency Policy and manage the collection of the required documentation for residency exemption requests.
• Campus event management and assistance
• Attend and professional represent University Housing at all Admissions Office Preview Days and Orientation Office First-Year Registration and Orientation events.
• Assist the Assistant Director for Administrative Operations in the planning and implementation of the campus Move-in process.
• Assist in the coordination of the room switch event.
• Campus liaison support
• Assist the Assistant Director for Administrative Operations in the coordination of access solutions and special housing requests for students with disabilities.
• Assist the Assistant Director for Administrative Operations in the coordinator of essential campus reports for the Office of the Chancellor, Office of Admissions, and other requesting departments.
• Serve as a member of the RMS coordination team and attend trainings and meetings as requested to familiarize self with the software.

Manage and implement Marketing and Communication strategy and content (25%)

• Housing Design/Design Office management
• Co-supervise 2-3 graphic designers within the Housing Design/Design Office.
• Assist in the review and management of the Life@Stout series and other publications released by University Housing.
• Plan, implement, and manage a social media strategy for University Housing on Facebook, Instagram, and other potential social media outlets.
• Recruit, train, and supervise the student social media coordinator to assist in the implementation of the social media strategy.
• University Housing website management
• Utilize Drupal, Connect, or the current web hosting platform to create and update web content on the University Housing website.
• Routinely update images, videos, and other dated content on the University Housing website.
• Coordinate with Marketing Communications on campus marketing strategies and identity standards.
• University Housing email and texting support
• Respond daily to inquiries at the University Housing email and text account.
• Reply to or forward emails and texts as requested by the Assistant Director for Administrative Operations.

Supervise University Housing Front Office and Desk Operations (25%)

• University Housing front office supervision
• Recruit, select, train, and evaluate a team of 2-3 Lead Desk Assistants and 10-15 Front Office Assistants to staff the front office and mailroom for University Housing.
• Manage the questions and concerns of students and families who contact the University Housing office.
• Manage office supplies and assets, request items as necessary.
• Residence hall front desk operation coordination
• Coordinate the recruitment and selection of the 70-80 front desk assistants.
• Plan and implement the training for the residence hall front desk program.
• Prepare and manage front desk data and inventory systems.
• Maintain oversight of front desk inventory and budget.
• Campus residence hall mailroom management
• Manage the receipt and delivery of official US Mail for all on-campus residents.
• Routinely communicate with mail carriers such as the US Postal Service, UPS, and Fed Ex to confirm service expectations.

General departmental support responsibilities (10%)

• Assist the Assistant Director for Administrative Operations as requested.
• Interpret policies, answer questions, and solve problems for students, parents, and staff.
• In the absence of other central or administrative staff or students, assume responsibilities to ensure exemplary customer service.

DEPARTMENT INFORMATION

University Housing at the University of Wisconsin-Stout is an auxiliary operation which provides housing to approximately 3,000 students.  Living on campus is required through the second year of college with students residing in traditional and suite-style buildings. 

Department Vision:  University Housing builds an environment where connections are made, potential is realized, and lives are purposefully transformed.

Department Mission:  University Housing partners with students, colleagues, and families to provide secure and well-maintained communities that inspire discovery, reflection, and lifelong learning.

INSTITUTIONAL OVERVIEW

The University of Wisconsin-Stout offers a rich, dynamic, and collaborative environment in which to work and grow. A member of the University of Wisconsin system, UW-Stout is unique within the University of Wisconsin System--it is named after its founder, James Huff Stout, and holds the distinction of being Wisconsin’s Polytechnic University, a designation which highlights our combination of applied learning, real-world experiences, and an integrated liberal arts foundation.  

UW-Stout offers 49 undergraduate and 22 graduate degrees, including three terminal degrees. The current enrollment is approximately 8,000 students. The UW-Stout campus community enjoys opportunities for cross-disciplinary collaboration, state-of-the-art facilities, and a modern digital environment. UW-Stout values innovative approaches to solving problems in society and industry, and encourages collaboration within and across disciplines and professions. 

The university is on a beautiful campus in Menomonie, situated in western Wisconsin, 60 minutes east of Minneapolis-St. Paul on Interstate 94. Located in the scenic Chippewa Valley region with a population base of more than 200,000, Menomonie is a city of more than 16,400, surrounded by lakes, streams, and woodlands. For more information about the UW-Stout community and region visit: https://www.uwstout.edu/about-us/our-community

Facts and data about the university:  https://www.uwstout.edu/about-us/meet-our-leadership/institutional-accreditation/fact-book

ADDITIONAL INFORMATION

Competitive salary commensurate with qualifications and experience.  The UW System provides an excellent benefits package including participation in the Wisconsin State retirement plan.

• Benefit Details: http://www.uwsa.edu/ohrwd/benefits/summaries/fasl.pdf
• Total Compensation Estimator: https://www.wisconsin.edu/ohrwd/benefits/totalcomp/

As an equal employment opportunity and affirmative action employer, UW-Stout is committed to inclusive excellence and is actively seeking applications from individuals from diverse groups; veterans and individuals with disabilities.

An offer of employment is contingent upon the final candidate passing a criminal background check and a reference check process. The reference check process includes asking the final candidate and most recent supervisor questions regarding sexual violence and sexual harassment. Final candidates with previous employment within the UW System and State of WI agencies will be subject to additional reference checks. Official transcripts required at time of hire.

Must be authorized to work in the U.S. Sponsorship is not available for this position. A successful applicant will be responsible for ensuring eligibility for employment in the United States on or before the effective date of the appointment and maintain work authorization throughout the employment term. If you have questions regarding this, please contact our Human Resources office at 715.232.1279. 

In response to a public records request, the University of Wisconsin System will not reveal the identities of applicants who request confidentiality in their online application, except that the identity of the successful final candidate will be released. See Wis. Stat. sec. 19.36(7).

For campus safety information and crime statistics visit: https://www.uwstout.edu/life-stout/police-and-parking/clery-information

TO APPLY

Go to: http://jobs.uwstout.edu/  

Applicants will need to complete all required fields and attach all required documents prior to submitting the online application.

Note: Once you have attached your materials and submitted your application you will not be able to go into the system and change them.

Required application materials:

1. Cover letter specifically addressing how you meet the minimum and preferred qualifications
2. Resume
3. Names and contact information for a minimum of three (3) professional references
4. Unofficial copies of transcripts; official transcripts required at time of hire

To ensure consideration complete applications must be submitted online by 11:59pm on Sunday, May 9, 2021. Screening of applications will begin Monday, May 10th and may continue until the position is filled.

Before starting the online application process we recommend you preview the frequently asked questions (FAQs) available at: https://kb.uwss.wisconsin.edu/21900

It is the policy of UW-Stout to provide reasonable accommodations to qualified applicants with disabilities. If you need assistance, or accommodation in applying because of a disability, please contact us using the information below. Employment opportunities will not be denied because of the need to make reasonable accommodations for a qualified individual's disability.

For questions regarding this position or recruitment, please contact:

Search Chair: Emily Ascher

Phone: 715-232-4051

Email: aschere@uwstout.edu

If you need assistance with the online application process or if you submitted your application prior to uploading all of the required application materials, please contact:

Search Coordinator: Bev Biggart

Phone: 715-232-3182

Email: biggartb@uwstout.edu