Housing Operations Coordinator

Housing Operations Coordinator

Job Type: Support Staff
Job Number: 00474
Location: Westerville, OH
Division: Student Affairs

DESCRIPTION

Otterbein University is seeking a detail-oriented and service-focused Housing Operations Coordinator to support the daily operations of the Office of Residence Life within the Division of Student Affairs. This position plays a vital role in coordinating housing and dining plan assignments, maintaining student housing records, and managing the university identification system (Cardinal Card). This is a full-time, non-exempt position working 40 hours per week, 12 months per year.

The Housing Operations Coordinator serves as a key administrative resource for students, parents, faculty, staff, and campus partners, ensuring accurate records, responsive customer service, and efficient housing and ID system operations.

RESPONSIBILITIES

Housing & Residence Life Operations (35%)

• Assist with all housing selection processes for new and returning students.
• Collect and process housing information forms and follow up with students regarding university residency requirements.
• Maintain address information for all full-time undergraduate students.
• Assist with the administration of break housing, room consolidation, opening, closing, and early arrival housing processes.
• Process room assignments and room changes.
• Update housing and residence life marketing materials.
• Compile housing reports for the Vice President for Student Affairs.
• Assist with the overall operation of residence life and housing operations.
• Coordinate with the Office of Events and Conferences on summer housing operations and access card needs.

Records Management (30%)

• Maintain and update all housing, dining, and damage billing information within the student information system (Banner) and housing management systems (MCR Housing and eRezLife).
• Maintain and update student campus, local, and emergency contact information within Banner, MCR Housing, and eRezLife.
• Maintain accurate housing and dining rosters and generate reports using Microsoft Excel, TouchNet, MCR Housing/eRezLife, and Argos.
• Update student information when a student withdraws or changes housing and finalize housing and dining charges for withdrawn students.
• Implement and manage Student Affairs record retention processes.

University ID System (20%)

• Create and replace Cardinal Cards for students, faculty, staff, and university partners.
• Monitor and troubleshoot card access to campus buildings using Galaxy and dining plan access using TouchNet.
• Develop and manage a secure temporary access card tracking system.
• Partner with the Office of Events and Conferences to assign and track temporary access cards for camps and conference attendees.
• Provide card access reports as requested by the Otterbein Police Department.

Customer Service & Administrative Support (15%)

• Interpret housing information and respond to inquiries in person, by phone, and via email.
• Communicate with students and parents regarding room changes, roommate issues, housing assignments, dining plans, and damage billing concerns.
• Maintain confidentiality and demonstrate sensitivity to student and parent needs.
• Provide administrative support to the Office of Residence Life as needed.
• Assist with answering Student Affairs Office phones.
• Train current staff and new employees within the Division of Student Affairs on the use of the student information system (Banner).
• Serve on campus committees to support collaboration with faculty and staff.
• Perform other duties as assigned.

Supervises student workers as assigned.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform the essential duties outlined above. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Education & Experience

• High school diploma or equivalent
• Minimum of three (3) years of experience with computer data entry

Knowledge, Skills & Abilities

• Demonstrated competency in verbal and written English, including grammar
• Competence in general business mathematics
• Excellent organizational and computer skills, including Microsoft Word and Excel
• Knowledge of Microsoft Access, Banner, Argos, or other database systems is highly desirable
• Knowledge of general office procedures and equipment
• Strong interpersonal skills and attention to detail
• Ability to work collaboratively as a team player with diverse constituencies
• Commitment to producing accurate, high-quality work

Physical Demands

• Ability to spend prolonged periods working on an office computer
• Ability to reach and lift up to 20 pounds
• Ability to move throughout the office to access equipment
• Ability to communicate effectively in person, by phone, and in writing
• Ability to work under deadlines with frequent interruptions
• Ability to meet regular and predictable attendance standards

Work Environment

• Work is performed in an environmentally controlled office setting

ADDITIONAL INFORMATION

Otterbein offers a comprehensive benefits package including:
Tuition benefit to employee, spouse or domestic partner and dependents
Accrue 4 weeks of paid vacation
10 days paid sick time
12 paid holidays plus bonus days
Medical, dental and vision insurance to you, dependents or domestic partner
Life Insurance
Defined contribution retirement plan
and much more

This description is intended to indicate the kinds of tasks and levels of work difficulty that will be required of positions that will be given this title and shall not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct and control the work of employees under supervision. The use of a particular expression or illustration describing duties shall not be held to exclude other duties not mentioned that are of similar kind of level of difficulty.

Otterbein University's achievement of academic excellence depends on its commitment to inclusion and belonging. We welcome applications from all qualified candidates. Otterbein University is an EEO Employer.

To apply, visit https://www.schooljobs.com/careers/otterbein/jobs/5315878/housing-operations-coordinator