Summer Housing Coordinator

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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: 03-20-2024

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 Student Affairs and Success (DSAS) division 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.

CHES provides on-campus housing and dining services to nearly 9,500 undergraduate and graduate students in ten residential colleges and six multi-college affiliated residential communities which support single students and students with families. The unit also provides off-campus student housing support and summer conference operations. 

JOB SUMMARY

Under the supervision of the Associate Director, College Student Life, the Summer Session Housing Coordinator manages the day-to-day housing operations for Summer Session, including the Summer Edge and Alternative Housing Programs. The Summer Session Housing Coordinator works closely with residential students to assure their basic housing needs are met: coordinating housing and roommate assignments and assisting with room access, helping them through Housing contract/agreements, and explaining billings for Housing Charges. The Summer Session Housing Coordinator coordinates with Student Housing Services and the other College Housing Offices, 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: Mid-level 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: Limited appointment 

Expected Start Date: 04-14-2024

Job End Date: 5 months from the hire date, with the possibility of extension

Work Location: UC Santa Cruz Main Campus

Union Representation: Clerical Employees (CX)

Job Code Classification: ADMIN OFCR 2 CX  (004263)

Travel: Never or Rarely

JOB DUTIES

45% - College Housing Office Operations

• Responsible for creating and implementing the housing assignment process for Summer Housing and Summer Edge programs. This includes reviewing student information, assigning locations, matching roommates, and facilitating room changes. Maintain and move continuous waiting lists.
  Develop and implement processes for Move-In and Move-Out periods throughout the summer. In conjunction with the Residential Life and Housing Office Coordinator, coordinate and ensure accuracy of residential check-in and check-out processes, integrating residential staff.
• In conjunction with the College Housing Coordinator, coordinate transitional housing for students before and after Summer Session.
• 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.
• Communicate with students and families, as appropriate, regarding housing assignments, processes, and other housing related inquiries (e.g., room assignments, roommate relationships, bills).
• Coordinate with the Disability Resource Center staff to ensure students’ housing accommodations are met.
• Compile and maintain housing rosters on database. Utilize the StarRez system. Update as needed. File and maintain housing office records.
• Attend regularly scheduled Summer Session check-ins and other staff meetings
• Create routine correspondence, information notices, etc. Communicate information to students regarding housing and dining updates, important deadlines, and any facilities concerns.
• In conjunction with the Residential Life and Housing Office Coordinator, process student billing including charges for lost keys, lockouts and end-of-session billing for room cleaning/damage. Enter billing information into the Academic Information System (AIS).

40% - Administrative Support/Office Management/Student Supervision

• General administrative support for Housing and Residential Life Operations. Resolve routine questions, problems and issues; advise students on Housing processes, forms, and other resources or problem resolution methods. Refer to appropriate College staff members when necessary.
  In absence of the Associate Director, College Student Life, acts as liaison to other units and College staff regarding housing administration and facility issues.
• Maintain confidentiality of all resident student records.
• In conjunction with the Residential Life and Housing Office Coordinator select, train and supervise student office assistants. Assign daily tasks. Monitor work and train as needed in new responsibilities.

15% - Facilities/Other Duties As Assigned

• Assist with problem solving facilities issues. Make emergency reassignments, and/or place residents from other campus units in their housing unit, as needed.
  Distribute, collect and maintain room condition report files.
• Assist with or complete special projects as needed.

REQUIRED QUALIFICATIONS

• Substantial experience working in a customer-service focused environment.
• Demonstrated experience interacting in an inclusive and sensitive manner with individuals of various social, cultural, economic and educational backgrounds
• 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
• Strong listening, verbal communication, and interpersonal skills with the ability to comprehend and respond in a flexible and professional manner under difficult circumstances
• 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
   
• Strong knowledge and experience using computer and web-based applications including Google Suite, Microsoft Office (Word/Excel), online databases, email, and web-based research tools
• Experience successfully processing a moderate to high-volume workload
• Adaptability sufficient to shift among competing tasks, maintain poise in a rapidly changing environment, and consistently meet quality standards and time-lines
  Ability to learn and utilize new policy, work processes, and computer systems and applications
• 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
   

PREFERRED QUALIFICATIONS

• Experience with Macintosh computer systems and applications including File Maker Pro and InDesign.
• Experience with complex database programs like the Academic Information System (AIS) and StarRez.
   

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a pre-employment criminal history background check.
• Ability to work occasional evenings and weekends as event management support during peak activity times during the summer
• 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.