What are the responsibilities and job description for the Housing Services Program Coordinator position at Central Washington University?
Job Summary
Central Washington University is recruiting a Housing Services Program Coordinator (Program Coordinator) to join our Housing Services team in Ellensburg, Washington. This role is an important member of our team as they coordinate housing and provide customer service to incoming and returning residential students for the University. The role is a campus-based position, which means you get to see the lives you are impacting. We're offering a salary, depending on experience, from $37,152 - $49,404 annually plus the awesome CWU benefits.
Who we are:
We are a team of individuals committed to Changing Students' Lives. No matter what job, each of us plays a part in supporting and empowering our students to fulfill their dreams.
Working in higher education provides career growth and career choice. Think of a university campus like a mini city, operating across 380 acres. You’ll find diverse academics, libraries, athletics and sporting events, full service and quick serve dining, conferences and events from small to large, recreation centers, housing for ~10,000 students, health services, police and public safety.
Central Washington University has been named a Fulbright U.S. Scholar Program Top Producing Institution for the 2022-2023 academic year. In addition, for the seventh time in eight years, CWU is a recipient of the prestigious Higher Education Excellence in Diversity (HEED) Award from INSIGHT Into Diversity magazine. Come join us on our journey to encourage, inspire, and create spaces where all identities thrive on campus.
Tour our campus in Ellensburg here: www.youtube.com/watch?v=HjdhOegDa9A
What we offer:
Our investment in you begins the day you join our team, a healthy and successful future for you is important to us. We offer medical, dental, life and disability insurance, retirement and optional savings plans, tuition assistance for you and your dependents, discounts across town, an employee assistance program for individualized counseling, and a wellness incentive program. Learn more: www.cwu.edu/hr/benefits-perks-discounts.
The Role:
The Residence Hall Assignment Coordinator position coordinates campus residence hall assignments to ensure the highest possible occupancy rate and assist students seeking housing. This position manages incoming residence hall applications, assignments, billings, cancellations and move outs, for up to 3,500 residence hall assignments. This position serves as a key member of the Housing Service Center providing customer support and advises residents, incoming students and parents on policies, procedures, and activities relating to housing. All employees are expected to support CWU’s commitment to diversity and to bring and support inclusion into the university environment.
Job Duties
- Using university housing software, maintain and manage assignments for approximately 3,300 residence hall beds over multiple term and assignment time periods.
- Monitor incoming residence hall applications and support students in application needs.
- Monitor spaces and availability during room self-selection periods.
- Assign students is assignments during non-self-selection periods.
- Under the direction of the Occupancy Manager, supports students with accommodations and adjustments related to disabilities and other needs.
- Track cancellation and check outs during the quarter and at the end of each quarter during move out periods.
- Monitor and coordinate billings related to residence hall transactions, including but not limited to; housing and dining charges, cancellation fees, refunds and liquidations.
- Manage quarterly Transfer Day process.
- Coordinate with RHC’s and Residence Life staff for student moves.
- Facilitate processes and assignments for specialty programs such as LLC’s, AUAP, ESL, Early Arrivals, Summer switchover, Winter Break Housing, Athletics, etc.
- Maintain significant familiarity with residence hall room spaces including room types, usages, features, ADA, access, suites, and other intricacies that may affect assignments.
- Participate in recruitment and welcome events such as Wildcat Preview Days, Orientation, and Move In.
- Support staff and students during quarterly move in and move out dates.
- Coordinates Housing Processes under the directors’ responsibilities (examples may include appeals, deposit deferrals, evictions). Reviews documents, records or applications for completeness, accuracy and compliance with rules; determines and explains action necessary to achieve compliance or approval.
- Under the direction of the Associate Director or designee, develop and manage housing processes related to residence hall assignments, cancellations, exemptions and evictions.
- Maintains digital files and records using email and housing management software, The Housing Director. Tracks date-specific processes and correspondence and assists with record retention policies and public records requests.
- Uses Microsoft Suite to performs tasks such as merging and sorting, spreadsheet, and data base files, and downloading/uploading.
- Serves as administrative back up for Housing Service Specialist.
- In partnership with leadership of Housing Services, maintain and develop a culture of service in Housing and Residence Life that includes supporting the training, professional development and exemplary care for residents and customers.
- Serve as back up to Housing Service Specialist in maintaining departmental email and web chat services with 100-400 daily contacts. Triages requests and refers to relevant staff member.
- Provide specific student support around residence hall processes, applications, room selection, roommate matching, cancellation processes and housing policies.
- Perform other duties as assigned.
Minimum Qualifications
- Increasingly responsible administrative/office experience.
- Experience or training that demonstrates proficiency in Word, Excel, e-mail and/or similar software applications to produce written correspondence, create and maintain spreadsheets, receive, and respond to email inquiries, tasks, etc.
- Excellent communication (verbal and written), interpersonal and organizational skills.
- Ability to effectively organize multiple work assignments in a busy office setting, involve competing priorities to produce work products that are accurate, of a high quality and meet deadlines.
- Demonstrated willingness and/or experience working with students and/or co-workers from a wide range of abilities, backgrounds and experiences.
- OR applicable combination of education and/or experience which demonstrates the ability to perform the essential functions of the position.
Preferred Qualifications
- Bilingual: English/Spanish.
- Bachelor’s Degree.
- University and/or Housing related experience.
- Extensive customer service experience communication effectively and diplomatically with a variety of internal and external clientele inclusive of handling difficult customer service situations and resolving conflict.
- Experience with databases including data entry, reporting/querying, and manipulating data.
- Demonstrated commitment to improving access to higher education for students through various activities.
- A record of promoting inclusivity in the work environment.
Competencies
- Accountability/Dependability: Accepts responsibility for quality of own work; acknowledges and corrects mistakes. Shows up on time, meets standards, deadlines and work schedules.
- Judgement: Makes timely, informed decisions. Analyzes options and determines appropriate course of action.
- Teamwork: Promotes cooperation and mutual support to achieve goals. Encourages participation and mutual support.
- Adaptability/Flexibility: Responds positively to changing business needs and responsibilities. Adapts approach and methods to achieve results; recovers quickly from setbacks and finds alternatives.
- Commitment to Diversity: Recognizes the value of diversity and helps create environment that supports and embraces diversity.
Don’t meet every single requirement? At CWU we’re dedicated to building a diverse, inclusive, and authentic workplace, so if you’re excited about this role but your experience doesn’t align perfectly with every requirement, we encourage you to apply anyway. This may be the job for you!
Pay, Benefits, & Work Schedule
Salary: $3,096 /month with periodic increases up to $4,117 /month
Working Conditions: Work is performed in an indoor office setting with frequent in-person interactions. It is essential to be able to remain at a desk/computer workstation for prolonged periods of time, perform extensive data entry and other computer-related tasks and create/maintain filing systems for departmental records. Some evening or weekend work and/or occasional travel may be required.
Benefits: CWU offers a comprehensive benefits package including medical and dental insurance, retirement and optional savings plans, life and disability insurance, along with vacation and sick leave plans depending on employment classification. For additional information please visit: www.cwu.edu/hr/benefits-perks-discounts.
An employee of CWU may be eligible for the Public Service Loan Forgiveness Program if the employee has student loans. To learn more, visit: https://ofm.wa.gov/state-human-resources/public-service-loan-forgiveness-program.
How To Apply
To apply for this position, you must complete the on-line application and attach:
- A detailed cover letter clearly demonstrating how your education and experience: (a) meet the required (and, as applicable, preferred) qualifications, and (b) demonstrate the ability to perform the responsibilities as described by the posting;
- Resume including work history, education, training; and
- Contact information for three professional references.
Screening Begins: April 12, 2023
**Priority will be given to applications received by the screening date. Incomplete applications may not be considered.
Contact Information
Name: Taylor Sivak
Title: Occupancy Manager
Email: Taylor.Sivak@cwu.edu
Phone: (509) 963-1831
Website: www.cwu.edu/housing
Please contact Human Resources at hr@cwu.edu or 509-963-1202 if you require technical assistance with the on-line application process.
Conditions of Employment
Prior to employment, final candidate(s) will be required to sign a Sexual Misconduct disclosure in pursuant to RCW 28B.112.080 and submit to a background check. All information obtained through background investigations will be strictly confidential and revealed only to those required to have access.
Salary : $37,152 - $49,404