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Residence Admissions Coordinator, Campus Living

3 months ago

Winnipeg, Manitoba, Canada University of Winnipeg Full time

Campus Living offers a wide variety of student programs, promoting an inclusive community that engages students in exceptional living and learning experiences within a diverse environment that fosters a sense of belonging.

During the academic year, accommodation is provided to full and part-time students and families, and to conference and short-term hostel guests over the summer months.


Responsibilities:

  • Schedules staffing for tours of the residences
  • Coordinates large volume, time sensitive, communications/mail outs.
  • Provides guidance for front line day to day operations.
  • Coordinates movein/moveout workflow processes and setup.
  • Responsible for the setup of residence information packages.
  • Ensures all residence contracts are signed filed.
  • Coordinates the room assignment processes.
  • Approves/denies early termination applicants and adjusts bookings in StarRez.
  • Responsible for archiving and retrieval of all records.
  • Carry a cell phone (provided by the department) and maintains the capacity to respond when necessary.
  • Liaises with Security and escalates situations to the Director if necessary.
  • Works with the Director and Manager of Campus Living on hiring, and training, of Guest Service Assistants (GSAs), supervises and manages GSAs.
  • Provides responses to inquiries from hostel guests.
  • Manages and adjusts room inventory booking platforms to ensure maximum availability.
  • Primary contact and contract liaison for all 3rd party contracting sites.
  • Processes quotes and contracts for group booking requests.
  • Accepts and processes hostel rent and laundry card payments.
  • Creates and distributes guest invoices and receipts.
  • Creates and maintains hostel fee records.
  • Requests fee transfers and works in cooperation with financial services to ensure that hostel fees paid by interdepartmental transfer are received and applied to appropriate guest accounts.
  • Provides prospective and current hostel guests with appropriate documents, information, and support.
  • Accepts, documents, and resolves hostel guest complaints and concerns.
  • Follows up/addresses behaviour issues of hostel guests, escalating if needed.
  • Tracks and maintains an inventory of hostel supplies and coordinates ordering, cleaning, and replacement of linens as required.
  • Schedules maintenance and cleaning of rooms.
  • Creates and monitors the inventory of hostel keys, swipe cards, and fobs.
  • Promotes the Short-Term Hostel business internally and externally.
  • Implement policies, procedures, regulations and work routines in compliance with the Hotel Keepers Act.
  • Researches best practices and new developments that relate to shortterm hostel programs at universities.
  • Tracks and followups on any outstanding payments and on delinquent accounts, lack of payments, academic holds, and posts students for eviction.
  • Implements financial evictions when approved by the Director.
  • Prepares invoices for sponsorship events and internal recoveries.
  • Processes and maintains financial records.
  • Researches, plans, and implements new solutions to enhance the recruitment, admissions, and placement processes.
  • Develops and maintains a residence recruitment calendar for internal and external events.
  • Assists in the development and execution of the residence recruitment strategy.
  • Represents the Campus Living department at university events and at external, national, or international recruitment events.
  • Coordinates outreach efforts to various campus partners.
  • Coordinates promotional opportunities between the department and other university faculties, departments, programs, and student groups.
  • Coordinates research for new or expanded marketing opportunities for the department.
  • Creates and implements programs in conjunction with the International Student Services to assist with the transition of international students into the residence community.

Qualifications:

  • Undergraduate degree or equivalent experience.
  • Proven track record of success in a leadership role.
  • Administrative, marketing, and customer service experience required.
  • A minimum of four years related administrative experience in a postsecondary environment.
  • Experience with program planning, staff training, policy implementation, and staff evaluation preferred.
  • Experience handling cash and processing payments required.
  • Experience working in the hospitality industry preferred.
  • Knowledge of specialized university and housing management software (StarRez, Colleague, and Salto) is required.
  • Strong computer and analytical skills; advanced knowledge of Windows (Word, Excel, Publisher, and PowerPoint) is required.
  • High level of understanding of the functions of the Campus Living department would be an asset.
  • Knowledge and understanding of Adult Students, University Student Residence Housing and Life Issues, University Student Services Environment, Rental Housing Issues, and FIPPA would be an asset.
  • Proven ability to establish and maintain e