Apartment Assignment Coordinator

The University of North Dakota is currently not hiring remote employees in the following states: AR, CA, CO, HI, MD, ME, OR, PA, WA, and any country outside of the United States.
Apartment Assignment Coordinator 494622 Grand Forks, North Dakota, United States Housing Residence Student Services Full-time Staff Closing on: May 5 2024 Salary/Position Classification $39,500 Annual, Non-Exempt (Eligible for overtime) 40 hours per week 100% Remote Work Availability: No Hybrid Work Availability: No Purpose of Position The Assignments Coordinator, Apartments, provides administrative support to the Assistant Director, Housing Operations in administering the apartment assignment operational process.
The Assignments Coordinator will serve as a primary point of contact for students, faculty, staff, parents and university constituents regarding on-campus housing and dining options; providing interpretation of policies, providing clear and concise explanation of application and contracting information as well as providing excellent customer service in addressing general inquiries.
Utilizing specialized housing software, imaging system, web-based and other administrative systems, the Assignments Coordinator will have primary responsibility for processing housing assignment requests, change requests, waiting lists, cancellations, payments/billing information and related administrative tasks.
The Assignments Coordinator for apartments will work primarily with assignment and cancellation requests related to university owned/operated apartment, guest, and faculty housing units.
This position requires excellent interpersonal and time management skills, well-developed technical skills, attention to detail, and the ability to problem-solve.
Duties & Responsibilities Manage day-to-day apartment, faculty/staff, and guest apartment assignment process Manage the assignment process in Housing Management Software as well as ancillary systems for new and continuing students, faculty/staff, or other guests, ensuring all policies and eligibility criteria are met Compile information and generate reports for assignments (returning students, requesting incoming students, special groups, available units, etc.
) Manage the online process for applications in Housing Management Software or ancillary systems Administer housing application process of prospective apartment students Process room billing in Housing Management Software or appropriate systems Assist in the coordination of apartment check-in / check-out, and turnover process Manage the waiting lists, enter applications, and contract information, and process cancellation requests Assist in updating, testing processes, documenting procedures related to the overall assignments process and providing feedback to supervisor to improve process or correct errors or system deficiencies Provide support for housing re-contracting for returning residents Process data entered in assignment systems to merge and generate letters and initiate billing (assignments, leases, etc.
) Prepare packet distribution by gathering keys, inventory sheets, and printing required reports, labels, and verification sheet Review and process requests received for transfers, primary lease-holder change, co-leaseholder additions, etc.
Maintain student confidentiality under FERPA guidelines Create, prepare, and compile reports (daily application report, occupancy report, task tracking, etc.
) Auditing processes and outputs as specified to ensure correct results Weekly reporting of housing data/statistics to Director(s) Assist with mass billing and miscellaneous billings for other processes Audit and maintain key process and inventory Customer Service and Collaboration Serve as a referral agent, providing knowledgeable, correct information about Housing processes, services, departmental contacts, as well as fielding general inquiries about campus and community resources.
Providing correct referrals as needed Communicate by email/letter with students, parents, and campus departments Provide excellent customer service in meeting, greeting, and responding to customer queries via phone, email, fax, and/or in-office visit, in a courteous and timely manner Works with supervisor and departmental marketing personnel in communicating important deadlines and related information to students, parents, and other constituents Greets and maintains high levels of customer services addressing callers, students, parents, guests, co-workers, and University personnel in a friendly and helpful manner Follow up with students, parents, and others as necessary to resolve assignment related issues Represent Housing at university recruiting and orientation programs; serve as a resource answering questions related to assignments, leasing, housing eligibility and general services Interpret sometimes complex policies and procedures to customers to aid in their understanding of options, responsibilities.
procedures, as applicable Document requests and interactions as appropriate Assist in training others performing the same or similar duties General Administrative Serve as a backup for other assignments and/or receptionist staff Perform other related duties as may be requested from time to time in support of departmental expectations and goals Required Competencies Knowledge of basic accounting, mathematical calculations, database administration Experience with Microsoft Suite (word processing, spreadsheet applications and software, mail-merge, document formatting, editing, applying spreadsheet formulas, etc.
) Proficient computer use Ability to manage multiple projects and details simultaneously Excellent time-management skills and ability to prioritize workflow to ensure timely completion of essential tasks Excellent interpersonal, teamwork, written and verbal communication skills Minimum Requirements Associate’s degree, or 2+ years’ experience in administrative support, office support/technology or related field 1+ year(s) full-time experience working in an office setting providing customer service Successful completion of a Standard Criminal History Background Check In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the US and to complete the required employment eligibility verification form upon hire.
This position does not support visa sponsorship for continued employment.
Preferred Qualifications Three+ years providing administrative support in a university setting.
Prior experience with these listed software applications: PeopleSoft, Adirondack – THD (Housing Software) Prior experience managing a complex database system such as Xcel or Access Prior experience auditing processes or outputs such as billing, leases, assignments, and apartment turns Please note, all employment postings close at 11:55pm CST.
Position Benefits Benefits include single or family health care coverage (UND pays the full premium), life insurance, employee assistance program, retirement plans with generous employer contributions, annual & sick leave in addition to 10 paid holidays.
Optional benefits include supplemental life, dental, vision, flexible spending account, supplemental retirement plans.
UND also offers an employee tuition waiver and a variety of professional development opportunities.
Find out more about UND's great benefits and perks here! Find out why Grand Forks is Cooler.
All information listed in this position announcement will be used by Human Resources, the Hiring Department, and EO/Title IX for screening, interviewing and selection purposes.
Need help? Please email the Human Resources Department at UND.
humanresources@UND.
edu or contact us by phone at 701.
777.
4226.
If you anticipate needing any type of accommodation to participate in any portion of the University's employment process, including completion of the online application process, please contact our office in advance of your participation or visit.
Veteran’s Preference Veterans claiming preference must submit all proof of eligibility by the closing date.
Proof of eligibility includes a DD-214 or a copy of NGB 22 from National Guard or Reserve (with a unit located in ND) or certification from the applicant's unit command that the individual is expected to be discharged or released from active duty in the uniformed services under other than dishonorable conditions not later than one hundred twenty days after the date of the submission of the certification.
If claiming disabled veteran status, proof of eligibility includes a DD-214 and a current letter of disability dated within the past year.
Confidentiality of Application Materials Pursuant to NDCC 44-04-18.
27, applications and any records related to the applications that identify an applicant are confidential, except records related to the finalists of the position, which are open to the public after the search committee has identified the top three or more finalists who will be invited to campus.
EEO Statement The University of North Dakota is an Affirmative Action/Equal Opportunity Employer.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or other protected characteristic.
Women, minorities, veterans, individuals with disabilities, and members of other underrepresented groups are especially encouraged to apply.
Applicants are invited to provide information regarding their gender, race and/or ethnicity, veteran’s status and disability status as part of the application process.
This information will remain confidential and separate from your application.
Clery Statement In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the University of North Dakota publishes an Annual Security and Fire Safety Report.
The report includes the university’s policies, procedures, and programs concerning safety and security, as well as three years of crime statistics for our campus.
As a prospective employee, you are entitled to a copy of this report.
The report and statistical data can be found online at UND.
edu.
You may also request a paper copy of the report from the UND Police Department located at 3851 Campus Road, Grand Forks, ND, 58202.