"Operations Coordinator"

Operations Coordinator (Administrative Support III)

Student Housing and Residential Life

Priority Screening Deadline: December 18th, 2025, all positions are open until filled.

Salary: $27.00 - $32.00 Hourly

Job Number: 2025-00039

Location: CSUMB Main Campus- Seaside, CA

Department: Student Housing Residential Life (SHRL)

POSITION SUMMARY

Under the supervision of the Assistant Director of Operations, the Operations Coordinator is primarily responsible for facilitating room assignments, project initiatives and certain support initiatives. Much of their work is aimed at assisting students and their families with securing housing and housing alternatives based on their needs, available residential spaces, and university priorities. The Operations Coordinator provides information on availability of various types of housing and communicates with prospective applicants on individual housing needs and issues. The Operations Coordinator also services current residential students and provides or requests needed service for them. The Operations Coordinator will receive work assignments from the leadership team in support of the mission of Student Housing and Residential Life. There are three openings within the Operations Coordinator position:

• The Operations Coordinator for Transfer Housing and Front Desk Operations (OCTHFD) is responsible for facilitating support initiatives for Transfer students at CSUMB and Front Desk Operations, but may also support other on-campus housing communities as needed.
• The Operations Coordinator for Continuing Student Housing, Early Arrivals, and Move-In (OCCSHEA) is responsible for facilitating support initiatives for Continuing students at CSUMB and early arrivals, but may also support other on-campus housing communities as needed.
• The Operations Coordinator for Partnered Student Programs and Summer Campus and Conferences (OCPSPS) is responsible for facilitating support initiatives for partnered program students at CSUMB (athletes, SDAC, IP, Themed-Housing, Family Housing), and summer housing, camps and conferences, but may also support other on-campus housing communities as needed.

Examples of Duties

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:

Student Housing Applications and Room Assignments:

• Issues, receives, and reviews housing applications.
• Enters data into the housing information system database.
• Assists with maintaining database files to accommodate necessary informational items.
• Cross-references and verifies student data on CMS, the student information system utilized on campus, and the housing information system database.
• Coordinates room and housing assignments for CSUMB students.
• Advises students on housing assignment problems and works with Residential Life staff on special cases.
• Helps to coordinate the semester room change process and the annual continuing student reservation process, waiting list and billing processes.
• Coordinates with other campus offices, as needed, to perform functions of role, such as Campus Service Center, International Students, Dining Services, Admissions, Records & Registration, Facilities Management Department regarding any cleaning charges, Business and Finance for billing room and board fees.
• Maintains documentation of all communication between the assignment office and each student, both electronic and hard copy.
• Serves as point of contact for student housing administrative policies and procedures to current and prospective Transfer students, customers and the campus community.
• Coordinates suite/room configuration planning.
• Maintains configuration roster and floor plans.
• Responsible for student accounts with housing and meal charges. Applies charges, assists with account issues, and makes appropriate adjustments. Provides monthly, semester and annual financial reports.
• Coordinates eligibility checks each semester.
• Handles student billing charges for incidents of damage and vandalism within area facilities.
• Works with the Operations team to create, implement, and manage the housing selection process for student housings.
• (OCTHFD) Supervises the Front Desk Supervisor and oversees desk operations.
• (OCCSHEA) In conjunction with the Community Director for Main Campus Operations, works with campus departments to coordinate the process, assignments, and billing for early arrivals to the fall and spring semester.
• (OCPSPS) Reviews petitions, requests facility modification needs, and makes assignments to support approved housing accommodations for students with disabilities. Coordinates housing support services in collaboration with the Student Disability and Accessibility Center.
• (OCPSPS) Oversees the summer campus and conferences program, including supervising summer conference assistants.
• (OCPSPS) Oversees summer housing and assignments.

Communication:

• Works closely with the Marketing and Outreach Coordinator on educational videos and other publications for Room Selection Process, Room Change, and other topics beneficial to the student population.
• Creates, implements, and presents on Reservation Days room selection process to students, via printed and electronic means to educate student population on the process and benefits to living on campus.
• Works closely with the Community Director of Main Campus Operations and Marketing and Outreach Coordinator to ensure a seamless housing assignment and move in process through student notification and communication.
• Communicates assignment information, room change, student departure and student arrival information to appropriate staff.
• Maintains a strong positive relationship with all department staff and campus partners in order to provide the best service to students possible.
• Responds to email inquiries from students, parents, faculty, staff, campus administration and community members.

Reporting:

• Responsible for collecting information, coordinating data and creating reports for CMS, the campus student information system and the housing information systems database.
• Manages on-line application and assignments process through the housing information systems database by setting up system lotteries, reviewing application questions and soliciting department feedback on these processes.
• Works with programmers to identify and analyze necessary system enhancements, test features and formatting changes.
• Serves as a member of the housing information systems database administration group.
• Provides assistance to develop and create monthly and end of the year housing revenue reports.
• Completes billing process for lost/damaged keys.

Administrative:

• Provides general clerical support for Student Housing & Residential Life including correspondence, memos, and reports.
• Provides operational, data, and customer service support.
• Receives information from departing occupants, verify departure date to ensure database accuracy, verify forwarding address, and ensure proper account adjustment.
• Assists in gathering and preparing necessary information and paperwork for refunds.
• Generates resident statistical information as requested by Student Housing and Residential Life and other CSUMB offices.
• Assists with department and campus outreach and recruitment efforts as needed.
• Attends assigned meetings.
• Prepares agendas, invitations, and meeting notes.

OTHER FUNCTIONS

• Performs other duties as assigned.
• Must be able to work independently in a fast paced and changing workplace environment.
• May be asked to assist operations in East Campus, Promontory and Main Campus Student Housing & Residential Life offices.

PHYSICAL WORK ENVIRONMENT

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to verbally communicate to exchange information.

WORK LOCATION

• On-Site Position
• Work Location: 100 Campus Center, Seaside, CA, Building 12

Qualifications

KNOWLEDGE, SKILLS, AND ABILITIES

• Thorough knowledge of English grammar, spelling and punctuation; thorough knowledge of office methods, procedures and practices.
• Ability to learn, independently interpret and apply a wide variety of complex policies and procedures; ability to coordinate many different clerical tasks determine the relative importance of each, set deadlines, and complete projects accordingly.
• Demonstrated competence in effectively explaining a wide variety of complex procedural and policy applications to students and their parents, the public and other campus employees; ability to establish and maintain cooperative working relationships with students, faculty and others.
• Ability to provide quality customer service to students, faculty, staff and the general public.
• Ability to perform difficult clerical work involving independent judgment, accuracy and speed.
• Ability to perform standard arithmetic computations to include tracking and data comparison.
• Ability to type and enter data into the computer with a high degree of accuracy. Ability to screen mail, telephone calls, email, and visitors using tact and diplomacy.
• Ability to work effectively and interdependently in a diverse university environment.
• Work often involves front line contacts with a variety of campus and community individuals requiring active problem solving and effective interpersonal skills.
• Ability to be flexible, and adapt to a rapidly changing work environment with frequent interruptions.
• Ability to perform multiple tasks simultaneously and efficiently.
• Fluency in using various standard office software packages such as Microsoft Word, Excel, and Access.
• Demonstrated technical literacy with electronic mail, mail merges, data entry, electronic scheduling, and internet communication software.
• Ability to work in an occasional high-pressured environment.
• Ability to operate a wide variety of office equipment and troubleshoot problems.
• Demonstrated ability to address the essential functions associated with this position including the knowledge and abilities identified above.
• Ability to complete and pass training in Defensive Driving.
• Must continue to meet the established driving standards as a condition of employment.

MINIMUM QUALIFICATIONS

Education and Experience:

• Four years of progressively increasing general clerical responsibilities which have involved supporting, monitoring, and coordinating clerical work through a system of internal procedures to ensure the efficient operation of an organization.
• Education, beyond high school diploma or equivalency, year for year, may be substituted for up to 2 years of the required experience. A college degree is preferred but not required

DESIRABLE QUALIFICATIONS

• Knowledge of housing application/payment processes and related software, especially within higher education, preferred.
• Knowledge of PeopleSoft.
• Demonstrated understanding of and commitment to the CSUMB Vision Statement and the core values of mutual respect, collaboration and service orientation, multiculturalism and diversity, community service and institutional excellence.

SALARY AND BENEFITS

The hourly hiring range for this position is $27 - $32. Classification: Grade 5, Staff. This is a non-exempt position and as such is eligible for the overtime provisions of the Fair Labor Standards Act. The Corporation offers a rich benefits package that constitutes a major portion of total compensation. Benefits include medical, dental, vision, and life insurance benefits, contributory retirement plan, TSA (403b), and other benefits. Please review our benefits guide for details about sick time, vacation, and holidays.

Salary placement is determined by the education, experience, and qualifications the candidate brings to the position, internal equity, and the hiring department's fiscal resources. Our salary schedule is available here.

How to apply:

All prospective applicants must apply online. You must complete the entire application for submission. We only accept applications for the open positions listed. Please do not fax or mail in a printed version of the electronic applications or a resume in lieu of an application. If you are having difficulty applying or need assistance, please call (831) 582-3389. All positions are open until filled. The completed online application and resume must be submitted by 5:00 pm PST on the priority screening date. Applications received after this date will be reviewed at the discretion of the Corporation.

To apply, please visit https://www.schooljobs.com/careers/csumb/jobs/5149742/operations-coordinator