Housing Coordinator, Admissions

6 months ago

Burnaby, Canada British Columbia Institute of Technology (BCIT) Full time

BCIT’s **Student Operations** department is seeking a **regular, full time (1.0 **FTE**) Housing Coordinator, Admissions & Occupancy** who will be responsible for coordinating the student housing admissions, assignments, and occupancy management. Handles room allocations and resident assignments, coordinating the entire lifecycle from admissions to move-out. Assigns and allocates rooms to support the maximization and optimal utilization to achieve annual occupancy targets. Operates as the housing software super-user, coordinating changes, maintenance and effective utilization of the systems.**Duties & Responsibilities**

**DUTIES** **AND**

**RESPONSIBILITIES**:
**Admissions, Assignments and Occupancy**
- Coordinates move ins and move outs, including, but not limited to, scheduling check ins, creating and distributing documentation, notifying department and Institutional partners and preparing keys.
- Coordinates occupancy levels to ensure optimal room utilization is maximized and to meet Housing targets as set by the department.
- Monitors occupancy levels, highlights concerns to housing management and addresses potential occupancy concerns.
- Responds to inquiries including but not limited to: answering inquiries on housing information, room bookings and availabilities.

**Reporting and Data Management**
- Accurately maintains system records related to student housing.
- Creates and modifies reports on student housing data for operational use and decision making.
- Works with housing system to set up space allocation and room selection procedures, assigning students, collecting and analyzing assignment data, and generating occupancy reports to inform department decision making.

**Payments**
- Monitors and follows up on payments, working with residents through the creation of payment plans as per Department and Institutional guidelines.
- Pursues bad debt and arrears. Escalates any outstanding debts to Housing Management, then to Finance, when debt collection is required.

**Housing Software Coordination**
- Acts as the department’s system super-user and system administrator for the housing management software, providing troubleshooting support when issues arise. Submits and tracks IT/software tickets when system issues require IT/software support for resolution.
- Administer security settings and user access for department users and internal partner users, in accordance with established procedures and policies.
- Conducts periodic audits of information accuracy contained in the system.
- Keeps abreast of technology changes as they affect the Housing Office through regular training and skills upgrading.
- Works with Management to build fee and billing tables within the system to ensure the smooth transfer of information.
- Identifies department workflows, business processes and policy changes and makes recommendations to management for system/process improvements for better alignment.
- Works with internal and external consultants to build and implement system changes/updates, ensuring workflows are aligned with management’s plans, established department and Institution procedures and policies.
- Trains other department employees on system use and updates. Creates and updates user guides for system users.

**Administrative Duties and Operational Support**
- Creates and distributes resident correspondences and housing communication documents via print, online, or social media.
- Prepares and distributes marketing materials for student housing including for website, social media and print. Attends marketing events such as Big Info or Open House. These events may occur outside of regular working hours.
- As part of the housing team, supports the ongoing maintenance of a friendly, safe, wellness-focused and supportive atmosphere for residents and guests. Ensures inclusivity and good judgement is practiced and supported, where students can reach their fullest potential and be supported.
- Keeps an awareness of visitors, guests and any potential concerning behaviours or safety concerns. This includes, responding to fire alarms, escorting contractors and visitors, and answering the on duty phone during office hours. Ensures appropriate personnel are notified and safety protocols are followed accordingly.
- Provides general back-up support for front desk activities for coverage and during high-volume periods. Includes answering inquiries, escorting contractors and guests, conducting tours and processing check-in/check-outs, keys, mail and parking passes.
- Participates in Records Custodian training and remains current with record keeping practices, policies and procedures (both BCIT and FOIPOP).
- Undertakes the duties and responsibilities of Records Custodian in compliance with FOIPOP and Institute policies and procedures, including: maintaining index and retrieval system of office files through the Directory of Records Database (DRDB), or appropriate alternative’ procuring file folder labels through the

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