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Housing Operations Coordinator

Employer
Johns Hopkins University
Location
Maryland, United States
Salary
Salary Not Specified
Posted Date
Sep 23, 2022

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Position Type
Administrative, Business & Administrative Affairs, Business & Administrative Support, Community Relations & Institutional Outreach, Student Affairs, Admissions, Enrollment, Retention & Registrar, Residence Life
Employment Type
Full Time
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The department of On Campus Living is seeking a Housing Operations Coordinator who works in Housing Assignments coordinates and supports critical housing operations for all on-campus housing. This position must be able to exercise the ability to multitask while prioritizing tasks independently and accurately. This position requires special knowledge/understanding and discretion when dealing regularly with highly sensitive, and at times urgent university housing matters must be proactive and responsive.

Excellent interpersonal and customer service skills are necessary to provide pleasant friendly service to students, parents, vendors, visitors and our campus community at large. This position will be responsible for developing and supporting all marketing communications in addition to basic web editing and updates. The person will report to the Associate Director of Housing Assignments and support the Assistant Director of Housing Assignments.

Specific Duties & Responsibilities

Housing Assignments Functions

  • Experience working in a fast-paced front desk environment. Independently receive and respond to all incoming calls, emails, and walk-ins regarding student and parent questions and concerns and refers inquiries to appropriate staff members and various departments.
  • Write reports and manipulate data using a variety of report writing, word processing, and spreadsheet applications as needed.
  • Work with the database management of all housing histories and assignments for students in StarRez.
  • Independently design queries imperative to housing processes used to determine student housing status, eligibility, and housing capacity.
  • Make scheduling arrangements for multi-part Housing Room Selection Processes.
  • Compile all setup materials needed for RSP.
  • Actively participate in and host informational sessions for room selections.
  • Assist with follow-up following Housing processes with pending housing contracts to be signed or students not yet assigned.
  • Coordinate and manage the university Summer Housing and Commuter Exemption processes.
  • Collect, review, and approve applications.
  • Creating and distributing a weekly updated list to Residential Life, Housing Operations, and Security.
  • Compile and disperse emails/newsletters through MailChimp accompanying various Housing Operations processes including but not limited to move-in, housing assignments, and residence halls closedowns.
  • Support the Community Living IT Administrator as needed as pertains to reporting out to stakeholders and the housing database (StarRez).
Marketing & Website Management
  • Produce highly-polished Housing marketing materials for Housing utilizing advanced industry standard design software (e.g. Photoshop, Illustrator, InDesign)
  • Develop and implement a comprehensive social media strategy to increase the social media presence within the residential community via Instagram.
  • Measure the impact of social media on the overall operation of Housing Operations.
  • Responsible for creating, maintaining, and editing the Housing Operations website via WordPress and other appropriate web development software to include housing information such as room selection processes and move-out. Write and develop final website copies.
  • Develop and manage Housing Operations process surveys to assess student satisfaction. Manage large scale surveys in Qualtrics and smaller surveys in Microsoft Forms. Revise survey questions using “logic” to show relevant questions.
  • Contact campus partners throughout Homewood campus for yearly updates in the Living at Hopkins Guidebook. Collect, review, and reflect edits within document.
Administrative/Financial Support
  • Provide general administrative support to the Assistant Director and Associate Director of Housing Assignments.
  • Work closely with the Off-campus Housing Manager, the Financial Administration, and the Housing Facilities team.
  • Serve as the hiring manager for student staff. Post all open student positions, interview, hire and oversee student staff on the Housing Assignment Team.
  • Coordinate student schedule for academic year and various events.
  • Responsible for ensuring that the office is properly staff during critical peek Housing
  • Schedule meetings for the Associate Director. Record and distribute meeting minutes in a timely manner.
  • Coordinate the staffing on the Community Living Advisory Board, monitoring the advisory board email account and send out monthly meeting announcements and minutes.
  • Stay current on all processes and procedures of the Housing Assignments Office and Community Living to field inquiries and diffuse parent/student complaints; cross-train for various offices within the department including mailroom, off-campus, residential life, and dining programs.
  • Manages logistics for special events sponsored by Housing Operations. This includes planning the actual event, location, menu, equipment, invitations, attendance and reservations, preparation of materials, and briefing and preparing the Housing Assignment Team for the event.
  • Oversee the travel conference arrangements for the Associate Director and Assistant Director of Housing.
  • Prepare RA training materials for on-campus housing at the beginning of each semester in conjunction with the Housing Facilities team.
  • Other duties as assigned.
Special Skills & Knowledge
  • This position requires that the incumbent have a high proficiency in Microsoft programs and familiarity with software programs used in higher education.
  • Strong technology skills. Proficient in Adobe CS (Illustrator, InDesign, and Photoshop), Social Media apps, and other graphic and web design software.
  • Aptitude with computers and the impact of social media in a college setting.
  • Excellent time management skills and ability to meet critical deadlines.
  • Demonstrated ability to work effectively both independently and as part of a team.
  • The Housing Operations Coordinator is expected to maintain a high degree of professionalism and must be able to prioritize and multitask based on changing needs and deadlines. Excellent with attention to detail. Excellent record-keeping skills, attention to detail, prioritizing, organization and the ability to work independently are essential.
  • Candidate must be able to learn new programs quickly and adapt to change. Candidate invited to the interview will be asked to bring work samples. Previous experience in a college environment preferred, must be able to work in a fast pace student-friendly environment, and support the philosophy of excellent customer service, and diversity & inclusion.
  • Able to work nights and weekends as necessary during critical Housing processes.
Additional Information
  • All JHU employees are required to be vaccinated unless they have obtained an approved exception. Only FDA-authorized COVID vaccines (Pfizer-BioNTech, Moderna, J&J/Janssen) are accepted.
  • If a new employee has not been vaccinated before the first day of employment, there is a six-week grace period to complete the full vaccination process (including both doses of a two-dose vaccine).
  • Working Title: Housing Operations Coordinator
  • Role/Level/Range: ATO 37.5/02/OE
  • Starting Salary Range: $17.95 - $25.30/hr (commensurate with experience)
  • Employee Group: Full Time
  • Schedule: M-F, 8:30am-5pm with required paid overtime during critical Housing special projects including: Move-In, Room Selection, May Closedown, Summer Housing, etc.
  • Exempt Status: Non-Exempt
  • Location: Homewood Campus
  • Department Name: On Campus Living
  • Personnel Area: Homewood Student Affairs


Minimum Qualifications
  • High School Diploma or graduation equivalent.
  • Three years related experience.
  • Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

Classified Title: Administrative Coordinator
Working Title: ​​​​​​Housing Operations Coordinator

Role/Level/Range: ATO 37.5/02/OE
Starting Salary Range: $17.95-$25.30 HRLY (Commensurate with experience)
Employee group: Full Time
Schedule: Monday-Friday 8:30-5:00pm
Exempt Status: Non-Exempt
Location: Homewood Campus
Department name: ​​​​​​​Community Living Housing
Personnel area: University Student Services

Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines:
30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.

The successful candidate(s) for this position will be subject to a pre-employment background check.

The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.

Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

EEO is the Law
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf

Accommodation Information

If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the Talent Acquisition Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit accessibility.jhu.edu.

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.

The following additional provisions may apply, depending on campus. Your recruiter will advise accordingly.

The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.

Note: Job Postings are updated daily and remain online until filled.


The successful candidate(s) for this position will be subject to a pre-employment background check.

If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the HR Business Services Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.

The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.

During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.

The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.

Equal Opportunity Employer
Note: Job Postings are updated daily and remain online until filled.

EEO is the Law
Learn more:
https://www1.eeoc.gov/employers/upload/eeoc_self_print_poster.pdf
Important legal information
http://hrnt.jhu.edu/legal.cfm
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