Title: Coordinator, Housing Assignments

Employee Classification: PE

Pay Grade: PT 08

Division: Academic and Student Affairs

Subdivision: Housing Admin

Department: Student Life

Campus Location: Main Campus

General Summary

Responsible for the coordination, management, and evaluation of the housing assignment process for all residential communities during the academic school year and summer involving processing approximately 5,000 applications per year and up to 4,000 beds.

Principal Duties and Responsibilities

Application Preparation

• Design and prepare electronic application and student portal information based on current needs of department and campus using housing database software.
• Assure application meets all compliance and regulatory guidelines, for example for minors, missing persons, and any current laws or mandates.
• Create student matching process including profile information.
• Collaborate with EMU Dining for meal plan preparation in the contract and application.
• Prepares documents and marketing to assist students in the usage of the housing database program including completion of profile, prepayment, roommate groups, and room selection.

Housing Assignment and Selection Process

• Assists in the development of building configuration and housing allocation per established priorities, availability, market demand, student, and university needs and implements in housing database including academic year and summer.
• Prepare and implement room selection including first-year and upper-class assignment processes.
• Prepare, implement, and manage unique housing selection processes including those for athletes, gender inclusive housing, and living learning community housing.
• Collaborate with Athletics, CSP, Academic Success Programs, and Office of International Students and Scholars and other departments to provide solutions to unique housing needs.
• Maintains record of student eligibility regarding registration and financial holds; communicates status with students making referrals as necessary.
• In coordination with Assistant Director of Housing to establish yearly room selection timeline including refund schedule.

Ongoing Housing Assignment Maintenance

• Provide operational direction, technical support, and guidance for use of and troubleshoot housing database software.
• Coordinates all early arrival, late stay, and transition assignment processes including billing in conjunction with on-site residence life team.
• Manages housing waitlists.
• Has oversight for the ongoing room change process including technical processes within housing software.
• Creates and manages automation processes for billing of meal plans and room rents with Banner and student business services operations.
• Liaison between Housing and Residence life, student business services, and dining as it relates to housing database, student billing and other related data.
• Create reports for ongoing occupancy management such as on-site reconciliation and cleaning.

Communication and Customer Service

• Correspondence with incoming students, current students, parents, and staff regarding housing inquiries and occupancy status.
• Responds to customer requests and questions via telephone, email, and in person.
• Handles escalated assignment emails through central email address and web contact.
• Provide training to HRL staff regarding maintaining in-hall occupancy, room change protocol, and housing database.
• Create and maintain web content related to assignments process, building configuration, housing policies, check-in, and general housing information.

Related duties

• Assist and represent Housing and Residence Life at marketing events, including but not limited to; orientation, campus preview days, and tours.
• Coordinate and work closely with other University units such as Admissions, Registrar, Student Business Services, and Financial Aid.
• Serve on University wide and department committees and meetings as assigned.
• Serves on central leadership duty rotation which does include maintaining a departmental cell phone during specified weeks and responding to escalated calls in the evenings and on weekends. This may include on-site management of emergencies such as fire, student death, or facilities emergencies.

Minimum Qualifications:

Bachelor’s degree in related field is required. 

Minimum 3-5 years prior administrative experience with housing and residence life operations systems is required.

Demonstrated commitment to customer service is required.

Strong written and verbal communications skills is required.

Preferred Qualifications:

Master's degree is preferred.

Appointment Percentage:

100%