"Housing Operations Coordinator"

Housing Operations Coordinator

About the Opportunity

Job Summary

This job description is intended to describe the general nature and level of work being performed by people assigned to this classification. It is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

Reporting to the Assistant Director of Housing Operations at the Northeastern University Oakland campus, the Housing Operations Coordinator provides broad administrative and logistical support of housing operations including, but not limited to; room assignment, room changes, building/room inspections, move out/damage billing, supplies/inventory management, customer service with students and families (front desk, email, phone).

Organizational Relationships

• Reports to: Assistant Director, Housing Operations
• Supervises: No direct reports

Core Responsibilities

Housing Operations - Routine Support (40%)

• Monitor the distribution, tracking, and inventory management of residential keys
• Monitor weekly facilities work order reports to identify trends, issues, and noteworthy cases that require follow up
• Track housing service requests to ensure proper and timely resolution or referral
• Provide customer service for housing-related inquiries including by phone, email, and in-person interactions
• Assist with management of the shared Housing and Residential Life email inboxes with a high volume of regular emails from students, families, and campus departments
• Assist with various on-site housing walkthroughs, inspections, and service oversight (e.g., room cleanings, facility repairs, etc.)
• Assist with processing room assignments and room changes
• Monitor student eligibility for university housing and coordinate follow up as needed
• Assist with various start, mid, and end of term audits and report preparation (e.g., occupancy reports, vacancy reports, check-in audits)
• Manage the damage and move-out billing process including receiving/organizing documentation from Residential Life staff, assessing charges, and compiling final billing for review

Administrative Support (35%)

• Conduct regular key audits including taking inventory and maintaining records
• Assist with maintaining emergency housing communication templates and sending mass communications to residents as directed by leadership
• Facilitate routine office tasks such as supply management and organization
• Assist campus partner inquiries related to housing and serve as knowledgeable point of contact
• Collaborate with campus partners in Residential Security, Dining, and Disability Access Services to support housing placement information related, but not limited to, accommodations, access, allergies etc.
• Develop familiarity with housing and campus layout, partner office functions, and university procedures to provide accurate information and solutions.
• Develop signage for residential spaces to effectively communicate department goals and messaging
• Assist with housing move-in/move-out logistics, room turnover, and communication materials

Housing Operations - Project Support (25%)

• Research, design and implement inventory management processes in collaboration with Assistant Director, Housing Operations
• Develop and maintain digital resources, documents, forms, files, and procedures
• Assist with development and management of the housing operational calendar
• Support management of departmental social media, including content development to promote housing resources and events and campus community-building
• Monitor social media and event engagement and coordinate with Residential Life staff to showcase student experiences and housing amenities
• Assist Residential Life staff with various projects and programs as needed
• Support and represent Housing Operations in various capacities during critical events throughout the year including but not limited to admissions programming, move-in, move-out

Required Qualifications

• Bachelor's degree and 1-3 years of demonstrated student service experience or higher education experience in housing, residence life, and/or student affairs
• Experience working with sensitive and private information and maintaining confidentiality
• Sound judgment and analytical skills for problem solving and decision-making
• Commitment to providing excellent customer service
• Ability to work under pressure and manage deadlines effectively in a fast-paced environment
• Ability to work effectively in a culturally diverse environment
• Ability to work collaboratively in a team environment and build relationships with diverse stakeholders (colleagues, campus partners, students, families, etc.)
• Excellent written and verbal communication skills
• Availability to work occasional evenings and weekends
• Proficiency with basic office technology and computer systems (Microsoft 365)

Preferred Qualifications

• Experience with housing management databases (RMS Mercury preferred)
• Experience with content creation and/or digital marketing
• Experience working an in-person service desk

Physical, Mental, and Environmental Demands

• Work regularly involves weekend, evening, and overnight availability, and responsibilities may often extend outside traditional business hours
• Work may involve exposure to distressing situations requiring emotional resilience and professional boundaries
• Work often requires flexibility in terms of time, and physical demands
• Work often requires walking moderate distances and climbing/descending stairs regularly
• Work often includes navigating various terrains including hills, pathways, and outdoor areas in all weather conditions
• Work often involves interruptions and meetings with a variety of people
• Work occasionally requires sitting for long hours and using computers
• Work occasionally requires physical exertion such as lifting heavy objects up to 50 pounds

Position Type

Student Services

Additional Information

Northeastern University considers factors such as candidate work experience, education and skills when extending an offer. Northeastern has a comprehensive benefits package for benefit eligible employees. This includes medical, vision, dental, paid time off, tuition assistance, wellness & life, retirement- as well as commuting & transportation. Visit https://hr.northeastern.edu/benefits/ for more information. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, religion, color, national origin, age, sex, sexual orientation, disability status, or any other characteristic protected by applicable law. Compensation Grade/Pay Type: 106H Expected Hiring Range: $25.32 - $34.82