Housing Coordinator The Village, UTC, and Camper Park

University of California Santa Cruz Santa Cruz, CA Full-time Administration / Clerical

Posted on March 28, 2024

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Housing Coordinator The Village, UTC, and Camper Park

Location: Santa Cruz
Job ID: 61974

JOB POSTING

HOW TO APPLY

For full consideration, applicants should attach their resume and cover letter when applying for a job opening. For guidance related to the application process or if you are experiencing difficulties when applying, please review the Applicant Resources on our Talent Acquisition website.

INITIAL REVIEW DATE (IRD)

Application materials submitted by 11:59 pm on the IRD will be routed to the hiring unit for consideration. Materials submitted after the IRD will ONLY be forwarded at the request of the hiring unit. To ensure your application is routed for consideration, submit your materials before 11:59 p.m. on the IRD. Talent Acquisition cannot accept application materials outside of the jobs portal, and is unable to update submitted applications on an applicant's behalf, or forward communications to the hiring units. For more information about the IRD and the applicant review process, view this link.

The IRD for this job is: 12-12-2023

ABOUT UC SANTA CRUZ

UC Santa Cruz is a public university like no other in California, combining the experience of a small, liberal arts college with the depth and rigor of a major research university. It's known as an unconventional place where innovation and experimentation is part of the campus's DNA. That playful, bold spirit still thrives today, all on a campus renowned as among the most beautiful in the world.

DEPARTMENT OVERVIEW

Colleges, Housing and Educational Services (CHES) is a multi-funded organization within the Division of Student Affairs and Success (DSAS) at the University of California (UC) Santa Cruz. CHES provides leadership in the areas of college student life and residential services, housing services, facilities, capital planning, dining services, conference services, early education services, and business and financial analysis for these areas. Through these units, educational and developmental programs and services are offered to all members of the campus community including students, faculty, staff, children and external constituents.

The Affiliated Residential Community Housing provides facilities, services and programs to approximately 275 students and approximately 300 family members at Family Housing. The Village, University Town Center, and Camper Park provides educational programs, personal advising, intellectual, and cultural, community building activities, programs, and residential services.

More information can be found at: https://housing.ucsc.edu/communities/index.html

JOB SUMMARY

Under the general supervision of the Associate Director (AD), the Housing Coordinator manages the day-to-day operation of the Affiliated Residential Community Housing (ARCH) Housing Offices located at the Village, University Town Center, and Graduate Student Housing. The Housing Coordinator works closely with residential students from the ARCH Residential Communities to assure their basic housing needs are met; coordinating housing and roommate assignments and assisting with phone, internet, and room access, helping them through Housing contract/agreements, and explaining billings for Housing Charges. The Housing Coordinator coordinates with Student Housing Services and the other College/Unit Housing Offices as well as Facilities and third-party vendors, may supervise student office staff, manages and updates all associated databases and processes forms, answers phone and email questions, and refers students to appropriate resources as necessary.

APPOINTMENT INFORMATION

Budgeted Salary: $31.42 / hourly
Under California law, the University of California, Santa Cruz is required to post a reasonable estimate of the compensation for this role. The salary shown above is the budgeted amount the University reasonably expects to pay and the salary extended should not exceed this posted amount.

Benefits Level Eligibility: Full benefits

Schedule Information:

Full-time, Fixed
Percentage of Time: 100%, 40 Hours per Week
Days of the Week: Mon-Fri
Shift Includes: Day

Employee Classification: Career appointment

Job End Date: None

Work Location: UC Santa Cruz Main Campus

Union Representation: Clerical Employees (CX)

Job Code Classification: ADMIN OFCR 2 CX (004263)

JOB DUTIES

35% - Housing Office Operations

Coordinate housing and roommate assignments for students. Review student questionnaires, assign roommate, and appropriate living accommodations.
Manage housing assignment processes with unit move-in needs and Student Housing Services mailings. Inform students by mail/email of housing assignments. Coordinate all room changes.
Coordinate residential check-in and checkout processes, integrating residential staff.
Coordinate spring priority housing filing and room selection process. Maintain waiting lists throughout the year.
Facilitate all contract cancellation/modification and room change paperwork.
Serve as liaison with Student Housing Services, ensuring they have the necessary information to bill students and advising them of room changes and contract cancellations and contractual issues.
Respond to housing related inquiries from students and parents (e.g., room assignments, phone service, internet access, roommate relationships, and bills).
Compile and maintain housing rosters on database. Utilize the student housing portal system (StarRez). Update as needed. File and maintain housing office records. Reconcile housing application lists with college rosters, determining eligibility of guaranteed housing and applying appropriate policies.
Attend regularly scheduled Housing Group and other staff meetings; serve on sub-committees as necessary.
Draft and type routine correspondence, information notices, etc. Communicate information to students regarding their housing and food service status meeting various deadlines.
Process student billing including charges for lost keys, lockouts and end-of-the year billing for room cleaning/damage. Enter billing information into the Academic Information System (AIS).

35% - Administrative Support/Student Supervision

Acts as frontline reception for the office including but not limited to answering telephones, distributing information, answering questions, and following-up with staff, students, faculty, and parents or referring as needed.
Performs a variety of administrative duties includes typing, filing, correspondence, scheduling meetings, and record keeping.
Resolves routine problems; Makes referrals to appropriate campus offices or staff, ensures compliance with non-release of public information and confidentiality of student records requests.
Maintains copier and printer supplies, office supplies, student handbooks, and related informational materials.
Responsible for coordinating staff coverage to ensure the Village office is open and staffed during business hours. In conjunction with on-site staff for University Town Center and Camper Park, supports office coverage for the University Town Center and Camper Park as needed.
Maintains professional, orderly, and welcoming office environment.
Utilize purchasing systems (Cruzbuy and Procard) to process purchase orders and purchase supplies, including blanket purchase orders for non-University vendors supporting operations at University Town Center.
Select, train and supervise student office assistants. Assign daily tasks. Monitor work and train as needed in new responsibilities. Use the Career Center ER system to initiate hires or reclassifications of student employees.
Acts as liaison with other units and ARCH residential life staff regarding housing administration and facility issues.
Will be expected to utilize a personal vehicle to occasionally perform mail, parcel handling, and drop off to other campus locations.
Manages cell phone procurement for the Village, University Town Center, and Camper Park staff as needed.
Handle utility payments (landlines, PG&E, and water as applicable) for the Village and University Town Center.

20% - Key Management

Organizes, manages and maintains year-round distribution of all keys and key systems for the Village and Camper Park in accordance with campus key policies. In conjunction with on-site staff for University Town Center, supports organization, management, and maintenance of keys at the University Town Center in accordance with campus key policies.
Manages key assignments. Maintains and secures key cabinets. Places key orders and receives and logs key replacements and coordinates the re-keying process when keys are lost. Conducts annual key audits.
Maintains temporary key check out system and assists locked out residents, and trains residential staff on lockout processes and procedures for reporting lost keys.
Coordinates and maintains check out system for brass keys and Onity/CCure key card systems.
Acts as liaison to Campus Lock shop, Key Coordinator, College and Campus Facilities, Edoors security, ITS team and ID card services, as applicable, maintaining all unit practices and protocols.

10% - Summer Housing and Other Duties as Assigned

Coordinate housing needs for select summer guests, conference services guests and student workers at the Village and/or UTC as needed should the areas be chosen as program locations.
Oversees housing assignments, check in and out and room changes. In conjunction with on-site staff for University Town Center, supports summer housing program as needed.
Assist CRE with supervision of summer student employees at the Village.
Coordinates all contracts, manages accounts receivables and acts as a liaison to Conference Services as needed on summer conferencing activities, customers, groups. Processes charges for lost keys, cleaning and damages.
Other duties as assigned.

REQUIRED QUALIFICATIONS

Substantial experience working in a customer-service focused environment with an emphasis on effectiveness, professionalism, tact and integrity
Political acumen and diplomatic skills sufficient to work with ethnically and culturally diverse populations in a number of capacities with professionalism and sensitivity and to maintain cooperative working relationships with the public and the university community
Excellent organizational and time management skills sufficient to work independently and set priorities in a complex work environment with shifting priorities, frequent interruptions and distractions.
Excellent related administrative/clerical experience with knowledge of standard office procedures and equipment.
Strong listening, verbal communication, and interpersonal skills with the ability to comprehend and respond in a flexible and professional manner under difficult circumstances.
Knowledge and experience using standard computing tools including Microsoft Office applications, on-line databases, email, and web-based research tools
Experience with, or ability to learn, complex policy and procedure interpretations and ability to explain the same to clients and customers.
Problem solving skills sufficient to research, analyze, and assimilate information to come to appropriate conclusions, and consistently incorporate sound judgment and decision-making skills to offer appropriate options and resolutions.
Ability to learn and utilize new policy, work processes, and computer systems and applications; take direction well and welcome feedback and criticism in an effort to develop professionally and improve skills and knowledge
Demonstrated ability to exercise discretion and sound judgment when dealing with confidential and sensitive topics, data and/or materials.
Administrative support experience and knowledge of general office procedures and standard office equipment.
Ability to select, train and evaluate student office staff, assigning daily tasks and overseeing work.
Ability to work independently and in a collaborative team-based environment.

PREFERRED QUALIFICATIONS

Experience with programs such as the campus Administrative Information System (AIS) and the Student Housing Portal (StarRez).
Experience with Macintosh computer systems and applications including MS Word, MS Excel, and Adobe Acrobat.

SPECIAL CONDITIONS OF EMPLOYMENT

Selected candidate will be required to pass a pre-employment criminal history background check.
Ability to move materials weighing up to 25 lbs. with or without accommodation.
The University of California has implemented a Vaccination Policy covering all employees. Employees, including new hires, are required to comply with any applicable policies relating to the University of California vaccine program.
Per the Child Abuse and Neglect Reporting Act (CANRA), this position has been identified as a Mandated Reporter. The selected candidate will be required to report known or suspected child abuse or neglect as defined by CANRA and will be required to sign a Statement Acknowledging Requirement to Report Child Abuse prior to commencing employment. CANRA Penal Codes, and related definitions, requirements, and responsibilities may be obtained here.

SAFETY STATEMENT

All UCSC employees must understand and follow job safety procedures, attend required health and safety training, proactively promote safety at work, and promptly report actual and potential accidents and injuries.

EEO/AA

The University of California is an Equal Employment Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.

APPLICANTS ARE REQUIRED TO USE THE UCSC ON-LINE PROCESS
View full job description and access on-line application:
https://careerspub.universityofcalifornia.edu/psp/ucsc/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=11&JobOpeningId=61974&PostingSeq=1

To ensure review of application materials by the hiring unit, they must be submitted on or before the initial review date (IRD) via the Staff Employment Opportunities web site; https://jobs.ucsc.edu. A computer is available at the UC Santa Cruz Staff Human Resources Office located at Scotts Valley Center. The Scotts Valley Center is located at 100 Enterprise Way, Suite E100, Scotts Valley, CA 95066. To learn more or to request disability accommodations, call 831-459-2009. Hearing impaired are encouraged to use the California Relay Service at 800-735-2922. UC Santa Cruz is an Equal Opportunity Employer.

The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.

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