Housing Operations Coordinator

Job Number: JR102254

Job Posting: JR102254 Housing Operations Coordinator (Open)

Department: Housing , JM

Position Type: Non-Regular Fixed Term (Fixed Term)

Open Date: [contact details available in the full listing]

Close Date:

• [contact details available in the full listing]
• $28.85 Hourly

Job Description:
The Coordinator for Housing Operations manages the daily administrative and operational functions of the Office of Residence Life and Housing (ORLH) at Coppin State University. The position reports to the Assistant Dean of Residence Life and Housing.

The Coordinator supports Coppin's growing residential population across 3 on-campus residence halls and 8 off-campus partner properties in Baltimore. Core areas include housing assignments, room changes, summer housing, billing coordination, building access, asset inventory, and administration of the eRezLife housing management system.

• Maintain and update housing management systems, ensuring accuracy and timeliness in assignments, billing coordination, and student records.
• Coordinate room selection, housing lotteries, waitlists, roommate matching, and reassignment processes.
• Respond to housing inquiries, appeals, and special accommodations in coordination with Accessibility Services and the Assistant Dean of Housing.

Beyond day-to-day operations, the Coordinator continuously improves housing systems and processes to make them more efficient, accurate, and student-friendly. The Coordinator also trains Resident Hall Managers (RHMs) and Resident Advisors (RAs) on housing operations, systems, and procedures.

As part of a historically Black university community, the Coordinator helps deliver a student-centered residential experience that supports belonging, persistence, and academic success.

The incumbent plays a critical role in both the operational and student development aspects of the department, working to ensure a seamless housing assignment experience while fostering inclusive and engaging residential communities in leased locations.

Responsibilities:

Housing Operations & Assignments

• Coordinate housing assignments, room changes, cancellations, and occupancy updates across on-campus halls and off-campus partner properties.
• Manage housing processes for first-year, transfer, returning, and mid-year students, and other assigned populations.
• Coordinate summer and intersession housing, including summer program participants, interns, and special guest housing.
• Manage waitlists, early arrivals, late stays, housing exemption requests, and other special housing requests.
• Track bed inventory and occupancy at off-campus partner properties and reconcile it against contracted bed counts.
• Maintain accurate housing records and communicate housing decisions, deadlines, and requirements to students and campus partners.
• Implement housing timelines and operational procedures established by ORLH.

Systems, Data & Continuous Improvement

• Serve as the lead functional administrator of the housing management system (eRezLife), supporting assignments, forms, workflows, reports, and routine system functions.
• Continuously evaluate housing processes and systems to identify opportunities to automate, streamline, and improve efficiency, accuracy, and the student experience.
• Design, build, test, and launch new or improved forms, workflows, reports, and self-service features in eRezLife.
• Research and recommend new tools, integrations, and best practices; pilot improvements and measure their impact.
• Develop and maintain reports on occupancy, assignments, and operational metrics to support departmental assessment and decision-making.
• Maintain accurate student housing records and complete routine data audits and spot checks.
• Process housing charges and credits and coordinate with the Office of the Bursar to support accurate student billing.
• Identify data or system discrepancies and resolve them with the Assistant Dean and appropriate campus partners, including the Bursar and IT.

Training & Development of RAs and Resident Hall Managers

• Design and deliver training for Resident Hall Managers (RHMs) and Resident Advisors (RAs) on housing operations, eRezLife, and related procedures.
• Lead the housing operations portion of RHM and RA fall and winter training, including check-in/check-out, room condition reports, key and access procedures, room changes, and occupancy reporting.
• Onboard new RHMs and RAs to housing systems and provide refresher training whenever processes or systems change.
• Create and maintain training materials, including guides, checklists, job aids, and short video tutorials.
• Assess staff proficiency and training effectiveness, and adjust content based on results and feedback.
• Serve as the go-to resource for RHMs and RAs on housing operations questions, providing coaching and follow-up as needed.

Move-In, Move-Out & Housing Transitions

• Coordinate assigned responsibilities for fall, spring, and summer move-in and move-out across all residential properties.
• Coordinate check-in and check-out logistics with partner property management at off-campus buildings.
• Support check-in and check-out processes and related housing communications.
• Coordinate early arrival and late stay processes with residence life staff and campus partners.
• Assist with mid-year housing transitions and other temporary housing needs.
• Implement operational improvements such as self-check-in and updated clearance procedures.

Customer Service & Student Support

• Respond to housing inquiries from students, families, faculty, and staff.
• Provide timely, accurate, and professional guidance on housing policies, procedures, timelines, and requirements.
• Address routine housing concerns with professionalism, empathy, and consistency.
• Escalate complex or sensitive concerns to the Assistant Dean of Residence Life and Housing.
• Maintain a student-centered approach that reflects Coppin State's commitment to student success.

Facilities, Building Access & Partner Properties

• Coordinate the residence hall key process, including distribution, collection, tracking, and records.
• Maintain an efficient, accurate key management system.
• Coordinate with Card Services and IT to support student and staff building access.
• Work with partner property management on access credentials, unit readiness, and occupancy issues at off-campus properties.
• Maintain accurate records of building access and housing-related assets, and keep asset inventory current for assigned areas.
• Report access, key, furniture, or facilities concerns to Facilities Management, partner property staff, or the appropriate ORLH staff member.
• Assist with housing facilities projects and operational needs as assigned.

Collaboration, Documentation & Office Support

• Develop, update, and maintain housing operations documentation, procedures, and timelines.
• Participate in departmental meetings, planning efforts, and campus committees as assigned.
• Collaborate with campus partners, including the Bursar, Card Services, IT, Facilities Management, and University Police, to implement housing operations processes.
• Maintain confidentiality and handle student and institutional information appropriately.
• Provide cross-training and operational support within ORLH during peak periods.
• Perform other duties as assigned.

Minimum Qualifications:

EDUCATION

• Bachelor's degree required.

EXPERIENCE

• At least 2-3 years of experience in residence life, housing operations, or student programming in a college/university setting.
• Experience with eRezLife, StarRez, or another housing management system.

KNOWLEDGE, SKILLS, AND ABILITIES

• Demonstrated record of improving processes, workflows, or systems to increase efficiency.
• Experience designing and delivering training for student or professional staff.
• Experience with key/access management or residential facilities operations.
• Ability to work collaboratively with students, colleagues, and campus partners.
• Strong organizational, communication, and conflict-resolution skills.

Preferred Qualifications:

• Intermediate to advanced functional knowledge of ERezLife
• Experience configuring housing system forms, workflows, and reports.
• Knowledge of student billing, occupancy management, and housing assignments.
• Experience working with off-campus or third-party partner housing properties.
• Experience developing operational procedures, documentation, and training materials.
• Experience at, or demonstrated commitment to the mission of, a Historically Black College or University (HBCU).

Additional Job Information:

BENEFITS SUMMARY

Contractual employees are eligible for limited benefits. Please see the link below to view the benefits that Coppin State University has to offer.

https://www.coppin.edu/benefits

E-VERIFY STATEMENT

This agency participates in the E-Verify system for verification of citizenship and employment authorization.

Coppin State University is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, creed, color, ethnicity, national origin, ancestry, religion, gender, sexual orientation, gender identity, genetic information, marital status, pregnancy, age, disability status or veteran status. View the EEOC Know Your Rights poster for more information regarding your rights under the law.

If you experience difficulties utilizing the online application system or you require reasonable accommodations during any part of the pre-employment process, please contact Human Resources at [contact details available in the full listing]. Please note that only inquiries regarding a request for reasonable accommodation or system issues will be responded to when contacting this e-mail account. Reasonable accommodation will be considered on a case-by-case basis.