University Mobility and Scheduling Assistant

Details

Posted: 27-Mar-24

Location: San Diego, California

Type: Full-time

Salary: Open

Categories:

Academic/Faculty
Business/Finance

Internal Number: 5135414

University Mobility and Scheduling Assistant
Position Title & Department: University Mobility and Scheduling Assistant; Parking Services
Posting #: 4898
Department Description:
The Office of Parking Services is committed to supporting the University of San Diego's Mission Statement by creating a helpful and welcoming environment through the delivery of excellent service. We provide guidance and assistance to the campus community on all parking-related needs in a timely and efficient manner; provide safe, well-maintained parking facilities while ensuring equitable parking for all our guests.
University Description:
The University of San Diego, a contemporary and engaged Contemporary Catholic institution, was founded by the Diocese of San Diego and the Society of the Sacred Heart in 1949. Governed by an independent board of trustees since 1972, USD remains committed to a liberal arts education grounded in the Catholic intellectual tradition and the pursuit of truth, goodness and beauty. Inspired by this centuries old tradition of Catholic higher education, the University welcomes people of all faith traditions and any, or no, religious background. The future success of USD relies on the contributions of those who seek to foster the development of engaged global citizens and an earnest confrontation of humanitys urgent challenges .
Detailed Description:
The University Mobility and Scheduled Assistant plays a key role in the management and administration of parking reservation and parking violation disputes. This position requires a detail-oriented and fair-minded professional who can ensure a smooth and efficient parking experience, thoroughly review citation appeals, evaluate evidence, and make informed decisions based on USD parking rules and regulations. This position will work alongside and in collaboration with another Assistant to perform duties related to parking reservations administration and parking violation review and adjudication. The Assistant is responsible for organizing and executing parking reservations for all other events and projects as assigned by the Parking Services Operations Supervisor and/or the Assistant Director. The Assistant also works collaboratively with Parking Enforcement Officers to ensure a consistent approach to parking management.
Duties and Responsibilities:
Reservation Management:

• Efficiently manage and process parking reservation requests received through an online form, email, phone, or in-person within 24 hours of receipt.
• Ensure all reservations are accurately recorded and confirmed in the Event Management System (EMS).
• Create event links in NuPark or validation codes in Parkeon SmartCenter and provide confirmation with instructions to the requestors in a timely manner.
• Compile the reservation charges for each department to facilitate the processing of interdepartmental billing.
• Work closely with various department managers regarding special events including, but not limited to, athletic events, weddings, funerals, conferences, and student organizations.
• Coordinate parking for university invited guests, visitors, conference and event attendees, vendors, and contractors according to established policies and procedures.
• Research and resolve event links and parking validation code issues.
• Work with enforcement officers to ensure that parking reservation signs are placed out, picked up, and verified daily.
• Monitor parking occupancy levels and adjust reservations accordingly to maximize space utilization. Process each event request with awareness of the impact it may have on the campus.
• Run monthly reservation reports in EMS and provide them to the Parking Services Operations Supervisor and/or Assistant Director for review.
• Create parking reservation invoices as requested by the customer.
• Arrange for necessary security personnel from staffing company for special events as required. This includes placing the initial order with the security staffing company, confirming the cost with the event coordinator, and ensuring that the security staffing company as well as relevant university staff (kiosk greeters, office staff, and Public Safety) are aware that security personnel has been requested.
• Issue special permits (Fresh Air, ROTC, ADA) as needed and create unique daily Carpool permit links for each academic year.

Parking Appeals Process:

• Review, evaluate, and process extensive parking citation appeals, considering evidence and applicable parking rules and regulations.
• Make impartial decisions on appeals, ensuring fair and consistent application of the parking rules.
• Communicate appeal decisions to appellants in a clear, professional, and timely manner.
• Organize and assemble documentation for parking re-appeal decisions that are eligible for refunds and submit them to the Parking Services Operations Supervisor for processing.
• Maintain accurate and up-to-date records of all appeal and re-appeal cases, including documentation of evidence, correspondence, and decisions.
• Utilize the NuPark and T2 parking management systems to track appeals, monitor trends, generate reports, and notate all appeal decisions.
• Ensure confidentiality and security of appellant information and appeal records.
• Identify patterns through appeals and customer complaints that may indicate inadequate or inaccurate parking lot signage or misinterpretation of parking rules and regulations. Notify management and provide recommendations for correcting and/or improving the situation.
• Make recommendations to the Parking Services Operations Supervisor regarding the outcomes of the re-appeals for further enhanced parking enforcement operations.
• Work closely with parking enforcement officers and other departments to ensure a consistent approach to parking management.
• Assist in the development and updating of the parking policies and procedures.
• Prepare and present monthly reports from NuPark on appeal trends, outcomes, and customer feedback.
• Provide input and feedback on ways to improve the efficiency and effectiveness of the parking appeals process.
• Participate in ongoing training to stay current with best practices in parking management and customer service.

Communication and Customer Service:

• Provide exemplary customer service, promptly responding to inquiries and resolving any issues related to parking reservations and citations.
• Respond to a high volume of customer contact over the phone, by email, and in person.
• Provide clear, concise, and accurate information regarding reservation procedures, space availability, appeal and re-appeal procedures, violation specifics, and the parking rules and regulations.
• Act as a liaison between the Parking Appeals Committee and the appellants.
• Participate in meetings and informational sessions related to parking services.
• Collaborate with community groups or other departments to address parking concerns and improve public relations.
• Provide input and feedback on ways to improve the efficiency and effectiveness of the parking reservations process.

Office Support:

• Provide general office support, including but not limited to, answering phones, issuing e-permits, and handling questions from employees, students, invited guests, and visitors.
• Efficiently handle a substantial and continuous stream of incoming emails in Salesforce, ensuring timely and organized responses while maintaining high standards of accuracy and attention to detail.
• Create and edit files in Google Workspace (Docs, Sheets, Slides) and Microsoft Office (Word, Excel, PowerPoint).
• Support daily operations by researching customer accounts, citation history, license plates, and meter payments in NuPark, Flowbird, ParkMobile, and Parkeon systems.
• Work alongside and in collaboration with fellow Assistant to perform duties related to parking reservations administration and parking violation review and adjudication.
• Other duties as assigned.

Special Conditions of Employment:
Effective June 1, 2023, based on CDC guidance, the University strongly encourages all campus members to stay up to date with Influenza and COVID-19 vaccination recommendations. For more regarding information USD's COVID-19 protocols, please visit sandiego.edu/onward.
Background check: Successful completion of a pre-employment background check.
Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.
Job Requirements:
Minimum Qualifications:

• High School diploma or equivalent GED required.
• Three years of general office or customer service-related experience required.
• Any equivalent combination of education and progressively responsible experience, at the rate of two years of education is equivalent to one year of work experience.

Preferred Qualifications:

• Bachelors degree preferred.
• Ability to speak Spanish is preferred.
• Proficient in Google Workspace (Docs, Sheets, Slides) and Microsoft Office (Word, Excel, PowerPoint).

Performance Expectations - Knowledge, Skills and Abilities:

• Possess excellent interpersonal and communication skills using tact and diplomacy to work with a diverse campus community, including parents, students, trustees, administrators, staff employees, visitors, guests, and vendors.
• Be able and willing to represent the university in the most positive manner towards prospective, former, and current students, clients, suppliers, and the community we serve.
• Establish and maintain strong working relationships with colleagues, staff, administrators, students, and the general public.
• Demonstrate proficiency in articulating information clearly and with correct grammar across various modes of communication. This includes the ability to engage professionally on the telephone, conduct in-person conversations with clarity and politeness, and compose written materials with attention to grammatical accuracy and appropriate tone.
• Strong decision-making and problem-solving abilities to carry out all administrative duties and when making decisions.
• Handle confidential information with tact and discretion.
• Ability to initiate, coordinate, oversee, and complete various projects with minimal supervision.
• Excellent time management skills. Flexible and able to perform in new and quickly changing situations. Ability to remain calm under pressure and be able to effectively multi-task in a fast-paced environment, while ensuring that excellent customer service is provided at all times.
• Detail-oriented with strong organizational techniques.
• Ability to work some evenings and weekends, as needed.
• Knowledge of the University policies and procedures as well as Parking Rules and Regulations.
• Proficiency in data management and office applications.
• Ability to effectively carry out event goals in a manner that enhances the image of the University.
• Demonstrate integrity, dependability, sound judgment, team building, and resourcefulness to establish and maintain collaborative, positive and effective working relationships with multiple and diverse constituency groups.

Tools and Equipment:

• Personal computer using the Windows operating system, Google Workspace (Docs, Sheets, Slides), Microsoft Office (Word, Excel, PowerPoint), specialized applications (NuPark, Salesforce, Event Management System (EMS), ParkMobile, Transact, Parkeon, Flowbird, Banner).
• Windows handheld devices.
• Charging stations.
• Radios.
• Office equipment (copier, printer, coin counter, and multi-line telephone).
• Must be able to operate electric and gas golf carts.

Posting Salary:
$23.39 - $26.09 per hour; Excellent Benefits
The University of San Diego offers a very competitive benefits package including; medical, dental, vision, a retirement contribution given to you by the University, and access to on-campus Fitness Centers. Please visit the benefits section of our website to view all of the perks and benefits that USD has to offer. USD: Human Resources: Benefits
The salary range provided in this posting reflects what we reasonably expect to pay for this position. Actual compensation offered or earned is dependent on experience, education and other factors including departmental budget.
Special Application Instructions:
Resume and Cover Letter Required
Click the 'Apply Now' button to complete our online application. In addition, please upload a cover letter and resume to your application profile for the hiring managers review. If you have any questions or difficulties please contact the Employment Services Team at [email protected].
Additional Details:
37.5 Hours per week
Closing date: Open until filled
Note: External job postings will be up for at least five days. After that time, applications will be reviewed by the hiring manager/committee throughout the posting period. A candidate may be selected at any time which could then close this posting on a date earlier than listed.
The University of San Diego is an equal opportunity employer committed to diversity and inclusion and is especially interested in candidates who can contribute to the diversity and excellence of the campus community.
The University of San Diego is a smoking and tobacco-free campus. For more information, visit www.sandiego.edu/smokefree.
Advertised: March 25, 2024
Applications close: Open until filled
To apply, visit https://jobs.sandiego.edu/cw/en-us/job/496671/university-mobility-and-scheduling-assistant
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About University of San Diego
The University of San Diego is committed to academic excellence, Catholic intellectual and social traditions, and providing a top-notch liberal arts education for scholars of all faiths. USD is located on 180 acres overlooking the city of San Diego, Mission Bay and the Pacific Ocean. The campus is renowned for its beauty, and features Spanish Renaissance-inspired architecture.
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