Administrator for Housing Services and Assignments

Who We Are

We, the Division of Student Affairs, are a student-focused organization that aims to empower student success and support personal development. We act daily to create, enhance, and sustain a culture of respect and inclusion in the workplace, focusing on equity and justice in its many forms, including racial, social, and environmental justice. We intentionally and relentlessly pursue excellence through introspection, vulnerability, empathy, compassion, learning, and courage. We value our internal and external partnerships as vital drivers of the ambitious goals we pursue. We celebrate and take pride in the following:

• Named one of the "Most Promising Places to Work in Student Affairs" by Diverse Magazine.
• Serving a highly diverse student body (click here for more information).
• Leading the way as the #1 ranked institution in the AAU and #3 of all colleges and universities nationally in fostering our students' social mobility.
• Awarded multiple distinctions including philanthropic awards and research grants in experiential learning and career development, voter engagement, student engagement, health and wellness practices, and quality of residential life.

Click here for more about Student Affairs.

Required Qualifications (as evidenced by an attached resume):

Bachelor's degree (foreign equivalent or higher). Two (2) years of full-time professional customer service or administrative experience. Experience providing direct customer service, including handling sensitive or escalated situations.

Preferred Qualifications:

Bachelor's degree (foreign equivalent or higher) in Business, Organizational Management or a related field. Supervisory experience (student supervision may be considered). Experience with a phone call system. Database management experience. Knowledge of FERPA and higher education data privacy standards.

Brief Description of Duties:

The Administrator for Housing Services and Assignments plays an essential role in supporting Campus Residences by coordinating housing service operations and assignment processes, while providing thoughtful, high-quality guidance to students, families, and campus partners. Reporting to the Systems Analyst and Administrative Manager, this position acts as a central resource and liaison for the department, providing accurate information and timely guidance through a strong understanding of housing requirements, agreement options, application steps, and general campus housing policies. The Administrator evaluates and applies housing policies to individual student situations, ensuring clear, consistent, and student-focused communication. The role also coordinates housing system operations and assignment workflows, resolves application issues, ensures data integrity, and identifies opportunities to streamline processes and enhance system functionality.

The Administrator serves as a centralized contact and coordination resource for Campus Residences, overseeing the intake and resolution of inquiries and ensuring students and families receive accurate, timely guidance. This position assesses the nature and complexity of inquiries, determines appropriate resolutions, and coordinates responses across systems and campus partners. By accessing student records in university databases, the Administrator advises students on housing options, requirements, and processes, ensuring information is accurate and aligned with institutional policies. This role requires a strong working knowledge of housing occupancy guidelines, agreement types, and application processes, along with a broad understanding of Campus Residences policies. Through this expertise, the Administrator supports informed decision-making, effective communication, and the continuous improvement of housing operations, contributing to a positive experience for students, families, staff, and campus partners.

Client Relations and Communication

• Support the Campus Residences Welcome Center by assisting students, parents, and families with housing-related questions, resources, and services for incoming, current, and former undergraduate and graduate students.
• Assess inquiries, identify individual needs, and deliver accurate housing information using housing management systems and university records.
• Collaborate with leadership and team members to address a wide range of questions and ensure timely, consistent communication.
• Maintain broad, nuanced knowledge of housing occupancy requirements, agreement types, application processes, and Campus Residences policies to deliver accurate, timely information.
• Research and resolve first-level housing concerns; make appropriate referrals when necessary.
• Maintain positive, sensitive, and timely communication with students, families, Residential Education staff, Athletics, Accessibility Services, SASC, and other stakeholders.
• Initiate mass email communications to various populations directly from our housing database, StarRez.

Housing Assignments & Records Support:

• Coordinating housing assignments for all student populations (first-year, returning, exchange, graduate, special programs, etc.), ensuring accuracy and fairness.
• Support the integrity of resident housing data, including billing, cancellations, occupancy, and records shared with Admissions, PeopleSoft, and other systems.
• Generate occupancy and demand reports to support Housing leadership's decision-making.
• Assist with placement during emergencies, relocations, and accommodations (ESA and accessibility needs).

Database/StarRez System Support:

• Be fluent in StarRez housing software and assist with housing operations as needed.
• Serve as a testing user for system updates and new processes.
• Troubleshoot and resolve application concerns by impersonating student accounts to replicate issues.
• Provide feedback to the Systems Analyst & Administrative Manager and other staff on system improvements and updates.

Housing Operation Support:

• Supervise and assist student staff when the Housing Administrator is unavailable and during peak call times.
• Support departmental communications by serving as the backup responder for shared departmental email inboxes.
• Provide administrative support to the Housing Administration team, including scheduling, communications, and documentation related to housing operations.
• Manage and maintain operational resources, including office supplies, contact lists, and shared resources.
• Work closely with internal and external partners (Admissions, Student Support Team, Athletics, Accessibility, SASC, Residential Education) to support coordinated housing operations.

Professional Development and Committee Involvement:

• Contribute to the Division of Student Affairs and Stony Brook University by attending and/or supporting events, activities, and programs sponsored by areas outside of your individual unit/department (i.e., campus-wide traditions, events, programs, etc.).
• Participate in opportunities that promote your learning, growth, and development (i.e., classes, training, committees, webinars, etc.).
• Other duties or projects as assigned as appropriate to rank and departmental mission.
• Evening and weekend work may be required at times.

Special Notes:

This is a full-time appointment. FLSA Non Exempt position, eligible for the overtime provisions of the FLSA.

Salary: $60,000 + $4,000 Location Pay = $64,000 Total Compensation
In addition to the employee's base salary, this position is eligible for $4,000 UUP annual location pay, paid biweekly.

For this position, we are unable to sponsor candidates for work visas.

Essential Position: This has been designated as an essential position based on the duties of the job and the functions performed. Positions that are designated as such may be required to report to work/remain at work even if classes are canceled, and the campus is working on limited operations in an emergency.

Resume/CV and cover letter should be included with the online application.

Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.