Department of Human Resources
OPSEU Job Description
Job Title: Residence Assignments Coordinator
Job Number: A-163
NOC: 1224
Band: 6
Department: Housing Services
Supervisor Title: Director, Housing Services
Last Reviewed: November 30, 2010
Job Purpose
Under the direction of the Manager of Housing Services, the Residence Assignments Co-ordinator will provide students with a space in residence. Responsible for all residence assignments including but not limited to reviewing all residence applications for accuracy of information, medical or other special concerns, assigning students based on policy and procedures. The incumbent will manage an information database to store all student residence applications, student records, create and maintain all hard copies of student files, review all residence applications, assign students to residence, and correspond with students, parents and university personnel regarding prices and policies for residence and residence assignments. Process assignments, cancellations and other assignment-related requests. This position is a high stress position which requires direct contact with students and parents. The handling of money and all credits are done through this position. Manage operational functions for residences such as key distribution and collection, reporting and following up on lost keys, housekeeping, and move requests. Participate in the overall planning and wellbeing of the residence system and provide input in the development of policies and procedures. Participation in task forces, and group goal planning and objective setting
Key Activities
1. Manage and coordinate all room assignments and changes in the residences and communicate/resolve problems in accordance with established procedures.
2. Co-ordinates all correspondence with students via e-mail, phone and in person regarding residence assignments, prices, availability and general questions regarding residence to ensure that students get accurate, up-to-date information. Primary point of contact for all inquiries for residence at Trent. Meets with students and/or parents for a variety of reasons including but not limited to requests for changes in residence or meal status, off campus housing issues, and/or being the first contact for a student bringing a personal crisis to the attention of the university. Coordinates residence portion of move in day with staff, student volunteers, ISW, CRLCs, and other departments. Co-ordinate with the Office of the Registrar for withdrawals, rescinded offers, and communications.
3. Communicate with College Residence Life Coordinators, student Dons, Security, Physical Resources, Trent International Program and outside vendors in order to provide appropriate information regarding student assignment in the residences. Coordinate with ISW for residence rooms and keys for ISW staff as well as Conference Services for early arrivals and late stays. Co-ordinates with the Trent International Program to facilitate WUSC, HOSEI and other international student in residence, including but not limited to meal plan billing, application assistance, assignment issues.
4. Provide primary input and feedback for the creation of, troubleshooting, development, assessment of needs and usage of the online Housing Services Application system. Manages the accuracy of information contained in residence databases by creating tables, queries, forms, reports in Access, Excel as well as running scripts from DATASET in order to have a user friendly source of information for everyone in the Housing Office. Maintain occupancy databases and datasheets. Compile data and statistics as requested.
5. Manage information of all student residence applications, student records, create and maintain all hard copies of student files, including but not limited to meal plan change request, billing, credits, keys, damage reports, medical requests, and room change requests. Maintains, creates and manages official student records for Housing Services, including but not limited to permanent files, as well as import of data for ERezLife.
6. Receive and deposit residence application fees, residence deposits, Wallis Hall Apartments rental fees and Off Campus Housing Payments. This also includes deposit refunds and the records for these refunds.
7. Co-ordinates assignments for Wallis Hall Apartments including overseeing the creation and maintenance of the accurate database of rentals, rent, track rental payments, and receive payments.
8. Creation and distribution of promotional materials and advertising including but not limited to the web and brochures to ensure the apartments are full to capacity.
9. Supervises Part- time (Fall/Winter) and Full Time (Summer) Student Off Campus Housing Assistant and Part- Time Student (Fall/Winter) and Full Time (Summer)student assistant by hiring, training, assigning tasks and scheduling work to ensure that all employees are consistent with policies and procedures in the office.
10. Processes withdrawals, lost keys, room changes, charges, and meal plan changes to ensure the safety and happiness of the students in residence, as well as providing accurate student account records. .Responsible for ensuring safety and security of the residence keys including but not limited to accurate accountability for all residence keys, liaising with Locksmith for lost keys, key and replacement, billing for lost keys and lock replacement.
11. Management of the Axiom Swipe Key system for Housing Services including but not limited to input and creation of new swipe keys, programming of swipe keys for new students, and programming of lost swipe keys. Responsible for the billing of lost swipe keys.
12. Co-ordinates the updating and management of the Trent University web pages for Housing Services.
13. Responsible for providing and creating advertising materials for communications to students, including but not limited to Housing Brochure, as well as liaise with Registrar’s Office for Next Steps Brochure, View book, and other related materials. Assist with the marketing of on-campus spaces to students using dynamic and professional communications and design schemes.
14. Co-ordinates with Aramark food Services for meal plan billing, assigning, charges and changes. Responsible for meal plan audits and delegating audit materials appropriately.
15. Other duties as required
Education
General University Degree (3 year).
Experience Required
1. Two years of directly-related experience
2. Superior skills working with Microsoft Access, Excel, Publisher, PowerPoint, Word; database design experience an asset.
3. Understanding of Freedom of Information and Protection of Privacy Act and implementation.
4. High degree of accuracy, efficiency, skills in proof reading; patience with auditing and repeated review of details.
5. Good communication skills; experience in customer service and dealing with difficult customers.
6. Demonstrated ability to work independently and as part of a team.
7. Supervisory experience and/or office management experience is an asset.
8. Ability and willingness to do public presentations.
9. Understanding of the residence experience for students.
Responsibility for the Work of Others
Indicate whether the incumbent is directly or indirectly responsible for the work of others. Provide the title of the position(s) as well as an example of how the incumbent is responsible for the work of others on a daily basis. Specifically, indicate whether the position has responsibility for hiring and supervision of student workers.
Direct Responsibility
Student Employees
Job Number: A-163 Page 2 of 3 Last updated: November 30, 2010