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Assignments Coordinator

Employer
University of La Verne
Location
California, United States
Salary
Salary Not specified
Date posted
Jun 20, 2022

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Position Type
Faculty Positions, Business & Management, Management
Employment Level
Administrative
Employment Type
Full Time


University of La Verne

Assignments Coordinator

Job Description Summary:
Under direction, manages the administration of student room assignments and occupancy, including room and board charges and cancellations; manages the day-to-day operations of Housing Front Desk and supervises all student staff employees; coordinates the timely and accurate delivery of information concerning residence hall room assignments to students and parents; develops publications related to room assignments and housing contracts; manages work order requests from housing residents; liaison with Facilities Management Services to resolve maintenance and custodial work orders requested by residents; responsible for housing key management and process development; liaison with Bon Appetit to ensure residents meal plans are set up properly; and analyzes data related to key areas of responsibility to strategize and improve processes.
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The University of La Verne is a private not-for-profit university founded in 1891 located in La Verne, California. The core values that we live by are Ethical Reasoning, Diversity and Inclusivity, Lifelong Learning and Community and Civic Engagement.

If you're passionate about these values, join us at the University of La Verne!

Specific Duties:
Coordination of Housing Application Process
  • Coordinates, implements and reviews 3 housing application process (Academic year, Mid Year, Summer), housing assignment and contract processes for all on-campus housing spaces.
  • This includes annual review and analyzing of occupancy trends (i.e. types of students and spaces utilizing) to strategize optimal student placement based.
  • Reviews and annually updates housing application and application related materials.
  • Implement and oversee the annual room selection process for continuing students and room placement process for new students.



Management of Work Order Process
  • Management and coordination of Housing work order system to ensure appropriate, efficient, and timely response, referrals and resolution of issues.
  • This includes developing, reviewing, and updating maintenance response referral and response procedures, protocols and manuals
  • Supervision and training of student staff who are reviewing and imputing work orders to Help Desk
  • Serve as the liaison with internal partners (Facilities Management Services, Help Desk, OIT) and external vendors (Spectrum, WASH, etc.)
  • Analyzing work orders for trends and patterns so as to optimize service and resolve issues in timely manner.

Key Management
  • Review, update and implement, system to account for all housing resident rooms and building keys, including keeping an accurate record of all keys in StarRez database.
  • This includes management and troubleshooting of the Symmetry and E-Plex electronic key systems
  • Developing, reviewing and updating key management process and procedures
  • Training all Housing Staff in key management process and system
  • Liaison with Campus Safety and Facilities for key replacement and management of hard and electronic keys.

Data Analysis and Efficiency
  • In conjunction with the Associate Director of Housing Operations, tracks, compiles, and analyzes data related to key areas of responsibility so as to develop strategies and programs, processes or policies to improve efficiency and effectiveness.
  • This includes but not limited to a weekly occupancy report and student demographics
  • Work orders request submitted by residents
  • Room condition inventory, and lost key requests.
  • Maintain, store, archive student records related to licensing agreements, charges applied as well as room condition inventories.
  • Develop and run reports from StarRez and BANNER as needed.

Room Condition Inventory Process
  • Ensure all room condition inventories (RCIs) are completed by housing staff for every room prior to residents move in and after move out
  • Reviewing information received through RCIs, work orders and general resident communication to ensure work orders are placed as needed and appropriately to Facilities Management Services.

Oversight of Front Desk Operations
  • Coordination and management of three front desk office operations (Hours of operation include M-F 8am - 10pm, and some weekends and holidays)
  • This includes managing scheduling of staff
  • Reviewing, updating and creating operational process and protocols for day-to-day operations
  • Developing and presenting training for staff, including excellent customer service, procedures and protocols, and emergency response.

Student Staff Supervision
  • Hire, Train and Supervise 40+ Community Assistants during academic year performing various functions from working at the front desks, imputing work orders, providing basic customer services to students.
  • This includes developing processes for recruitment, onboarding, training, motivation, scheduling, evaluations, and termination of academic year staff.
  • Responsible for ensure that all student staff receive ongoing training to ensure optimal performance and compliance with University policies.
  • This individual also Hires, Trains, and Supervises 15+ Summer Staff for summer residents and Summer Conferences.
  • Create and execute professional development workshops for all staff throughout academic year.

Managing Financial Arrangements Process
  • Works with other departments (i.e Student Accounts and Financial Aid) to resolve and record that students are making financial arrangements and that students are remaining in good financial standing.
  • Independently will work with different offices to resolve issues and will consult with supervisor to resolve more complex issues or concerns.

Crisis Management
  • Assists with crisis management during and after hours for emergency housing placement or room changes for safety and/or wellness reasons.
  • Serve as a Campus Security Authority for the La Verne campus.

Service to the Division and University
  • Provide service to Division of Student Affairs, Campus committees and other projects as assigned.
  • Support professional associations through committee work, conference presentations, and active participation.

  • Other duties as assigned by the Dean of Students and Associate Director, Housing Operations.


Minimum Qualifications:
  • Bachelor’s Degree
  • Experience in Administrative Assistant, Assignments Coordinator, or University Housing related position
  • Strong customer service skills
  • Ability to work with a diverse population
  • Excellent oral and written communication skills
  • Strong organizational and administrative skills
  • Strong analytical and logical thinking skills;
  • Ability to work with a diverse population
  • Ability to keep high level of confidentiality
  • Ability to make decisions independently


Preferred Qualifications:
  • Experience using:
    • PC Computer
    • MS Office, Word, PowerPoint, Excel, Microsoft Outlook,
    • Banner GUI Internet
    • StarRez Housing database
    • PeopleAdmin
    • WordPress
    • Fax, Copy Machine


  • Knowledge of Microsoft Access


Location: La Verne Central Campus

Special Instructions:
To be considered for this position please visit our web site and apply on line at the following link: http://laverne.edu

Institutional Profile
Located in Southern California, the University of La Verne offers a distinctive and relevant educational experience to a diverse population of students, preparing them for successful careers and a commitment to lifelong learning across the liberal arts and professional programs. The academic units of the not-for-profit university include the College of Arts and Sciences, the College of Business and Public Management, the LaFetra College of Education, and the College of Law. The university offers both undergraduate and graduate programs, including degree programs tailored for working adults. The university's central campus is located 30 miles east of Los Angeles in the historic Old Town section of La Verne, a city with a population of approximately 35,000 at the foothills of the San Gabriel Mountains. The university also has eight regional campuses throughout California and the College of Law campus in Ontario, California. The university is classified as a Carnegie Doctoral Institution with moderate research activity. Core values are reflected throughout all curricular and co-curricular programs, its emphasis on close professor-student interaction, personal support of its students, and its diversity.

The University of La Verne prides itself in being reflective of the diversity of Southern California. Approximately 80 percent of its nearly 8,500 students come from diverse backgrounds and the U.S. Department of Education has designated the university as a Hispanic Serving Institution (HSI). With 80,000 alumni, the university fulfills a critical community function in educating students from underserved populations, many of whom are the first generation in their family to attend college.

The University of La Verne is an equal opportunity employer and does not discriminate against employment or employees on any basis prohibited by state and federal law. University of La Verne hires and promotes individuals based on their qualifications and is consistent with applicable state and federal laws, without regard to race, color, religion, gender, disability, medical condition a or sexual orientation


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