Coordinator, Housing Admissions

1 week ago


Nanaimo, British Columbia, Canada Vancouver Island University Full time

Coordinator, Housing Admissions:

  • Employment Group
  • CUPE
  • Position Number
  • 0090 Division
  • VP Administration and Finance
  • Department
  • VIU Student Residence
  • Campus
  • Nanaimo campus
  • Location
  • Nanaimo, British Columbia
  • Country
  • Canada
  • Appointment Type
- temporary full-time

  • FTE
Workload

  • 40 hours per week
  • Pay Level
  • CUPE
Student Residence 9 (C-R-9)

  • Pay Rate
  • Pay to be updated per the ratified Collective Agreement.
  • Start:
  • As soon as possible
  • Appointment End Date
  • 31Dec202 Leave Replacement
  • Appointment may end early or be extended depending on return of incumbent.
  • Posting Restrictions
  • Flexible work arrangements may be available.
  • Applicant Documents
  • CV/Resume, Cover Letter, Driver's Abstract, Referees/References
  • Posted Date
  • 25May202 Closing Date
  • 01Jun202 Job Reference
  • 2109

Duties:


The Housing Admissions Coordinator is responsible for on-campus housing admissions, assignments, and occupancy management for over 530 undergraduate and graduate bed spaces.

The position is responsible for the maintenance, and effective utilization for all aspects of the StarRez housing management system.

In addition, the position works within StarRez to setting up space allocation and room selection procedures, assigning students, collecting and analyzing assignments data and generating occupancy reports to inform department decision making.


Admissions & Assignments

  • Under the general direction of the Manager, VIU Residence, develop, implement, and evaluate annual and ongoing room selection/assignment processes for residences
  • Assist students, parents, and staff with concerns and policy interpretations; respond verbally and/or in writing to inquiries or concerns and resolve situations
  • Help to design and execute processes associated with checking into and out of assigned spaces
  • Manage student records in StarRez
  • Implement the room transfer request and reassignment process
  • Coordinates the room cancellation/ withdrawal processes
  • Coordinate the residence accommodation request process including collaborating with Student Accessibility Services, Foodservices, and other campus partners to ensure students are assigned and accommodated appropriately
  • Coordinate all early arrival and late stay processes

Occupancy Management & Reporting

  • Collect data pertaining to occupancy and institutional enrollment goals, providing accurate data to the Manager for use in forecasting
  • Collect and analyze data and develop reports on assessment findings
  • Exchange information with other campus partners whose work impacts occupancy (e.g. Admissions, Recruitment, Foodservices, Financial Services, etc.). Identify changing factors within occupancy management and communicate trends to the Manager
  • Prepare and distribute statistical reports for use in operational decision making, budgeting, recruiting, programming, etc.

Housing Management System

  • Serve as the primary administrator for the StarRez housing management system
  • Work extensively with StarRez housing information system to set up and maintain modules, and reporting
  • Troubleshoot issues expressed by users and administrators, communicating with and managing StarRez and IT tickets as necessary
  • Administer security settings and user access for department users and internal partner users, in accordance with established procedures
  • Manages the accuracy of information contained in the system by running periodic audits
  • Work with the Manager, VIU Residences to build fee and billing tables within StarRez to ensure smooth transfer of information
  • Perform detailed documentation of the occupancy management processes and provide opportunities to automate tasks where applicable
  • Analyze and implement technological systems and processes for all assignments and business process in StarRez
  • Perform detailed documentation of the housing management system processes and recommend to Manager, VIU Residence where opportunities are to automate repetitive tasks

Communications

  • Coordinate all correspondence with regarding residence admissions and assignments, fees, availability and general questions regarding residence to ensure that students and stakeholders receive accurate, uptodate information
  • Coordinate the creation and distribution distribute of all departmental promotional materials and publications including but not limited to the website, departmental brochures and the residence handbook
  • Regularly update the residence web page, and host online live chats with prospective students
  • Responsible for providing edits and up to date information on residence for other department's materials
  • Meets with students and/or parents for a variety of reasons including but not limited to requests for changes in residence status or for occupancy needs
  • Coordinates residence administrative portion of move in day

Residence Front Desk

  • Upholds residence agreement and policies when necessary
  • Partici


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