Housing Programs Coordinator

Job SummaryFaculty Staff Housing, Immigration & Relocation Services is responsible for delivering exemplary and wide-ranging housing, immigration and relocation services and programs to support strategic employee recruitment and retention. It provides an enhanced, integrated, one-stop-shop, and personalized service model, intended to make the welcoming difference for people considering employment offers at UBC to help them navigate their housing, immigration and relocation journey with ease.The Housing Programs Coordinator supports the Manager, Housing Programs & Relocation Services in the delivery and administration of UBC’s faculty and staff housing programs. The role provides advice and guidance to faculty, staff, and administrators on housing options and eligibility across a range of programs, including Rent-Geared-to-Income (RGI) programs, Faculty Home Ownership programs, Faculty Staff Rental Housing, and the Provost Priority Childcare Placement Program (PCPP).Key responsibilities include, interpreting program policies and procedures, supporting applicants throughout the intake, eligibility and assessment processes, and ensuring accurate and timely administration of program records and agreements. The role liaises extensively with key internal and external stakeholders such as UBC Treasury, Village Gate Homes (VGH), the Office of the Provost, and UBC Childcare Services to ensure coordinated service delivery and policy alignment. The position plays a vital role in maintaining program integrity and delivering a high standard of client service to current and prospective members of the UBC community.Organizational StatusThis position reports to the Manager, Housing Programs & Relocation Services. The position may supervise student employees or consultants from time to time.Work PerformedProgram Administration (65%)Responsible for the overall administration and delivery of UBC’s housing programs for faculty and staff. Ensures programs are managed efficiently and in alignment with UBC policies. Faculty and Staff Rent-Geared-to-Income Programs:Oversees the full administration of the program from application to allocation in accordance with UBC policy.Conducts income and asset verification and rent calculations based on established criteria.Reviews and finalizes eligibility assessment, rent calculations and program agreements.Liaises with the Village Gate Homes leasing coordinator to ensure units are allocated according to program requirements.Leads periodic eligibility and income review processes.Advises participants on taxable benefits associated with the program.Oversees financial reporting, including subsidy payments and taxable benefit reporting. Develops and implements tools to monitor and evaluate the program.Faculty Home Ownership Programs:Oversees the application process from application to approval for the Prescribed Interest Rate Loan (PIRL) program on behalf of the Office of the Provost.Liaises with the Manager, Contracts, Leases & Housing, UBC Treasury, to ensure a seamless transition from approval to activation.Coordinates Down Payment Assistance program requests and ensures proper documentation and compliance.Interprets program policies and provides advice to the Office of the Provost, Deans, Department heads, administrators, and applicants.Develops and implements tools to track applications and commitments in real time.Faculty Staff Rental Housing Program:Liaises with Village Gate Homes (VGH), landlord, to advise, support and monitor the delivery of Faculty Staff Rental Housing in accordance with UBC policy and applicable legislation.Conducts tenant eligibility reviews, including verification of waitlist registrants.Facilitates priority access for incoming faculty and RGI program participants.Coordinates with the Manager, Contracts, Leases & Housing, UBC Treasury to ensure timely and accurate reporting of employee housing benefits for taxable benefit reporting purposes.Oversees the administration and tracking of the Rent Support Fund.Develops and implements tools to monitor compliance with UBC eligibility and allocation guidelines.Provost Priority Childcare Placement Program (PCPP):Oversees the application process from application to approval for the PCPP program on behalf of the Office of the Provost.Liaises with UBC Childcare Services to ensure childcare placements are allocated in accordance with the program requirements and priorities.Interprets program policies and provides advice to the Office of the Provost, Deans, Department heads, administrators, and applicants.Develops and implements tools to track applications and approvals.Advisory Services (20%)Provides specialized housing advice and guidance to departments, faculty and staff on on/off campus housing options and programs. Responds to inquiries that may require sensitive, confidential, and case-specific information related to housing programs eligibility, application status, financial considerations or relocation needs.Supports priority incoming faculty in securing suitable faculty staff rental housing that meets their specific housing needs.Develops and maintains database and network of off-campus rental housing resources and information.Special Projects (10%)Conducts research and analysis and other support to the Manager and Director in relation to UBC Housing Action Plan annual reports and 5- and 10-year reviews.Participates in business process reviews across service areas and programs to improve efficiency and effectiveness of programs and services. Other (5%)Develops, plans and delivers housing education sessions.Updates housing resources and website with relevant and up-to-date information.Other duties as needed.May be required to work outside of regular hours.Consequence of Error/JudgementThe Housing Programs Coordinator is an essential position to ensure the efficient and effective delivery of faculty and staff housing programs and provides superior housing support services to faculty, staff, departments and external partners. The position is in charge of sensitive data including personal and financial data. The position interfaces directly with faculty and staff customers on housing programs and works closely with internal and external partners to build productive work relationships. The position exercises independent judgment and initiative, diplomacy, and tact in addressing customer needs and respecting customers’ privacy. The Housing Programs Coordinator keeps the Manager, Housing Programs & Relocation Services informed of actions and potential issues through reports and discussions. Inappropriate decisions/judgment will directly affect UBC's reputation with current and potential employees. Incorrect decisions would have impact on the employment of staff and faculty, the operation of the Programs, and the reputation of the university.Supervision ReceivedWorks independently under the guidance of the Manager, Housing Programs & Relocation Services.Supervision GivenMay supervise students or consultants, from time to time, as required on housing or administrative related matters such as surveys, data management, and project support.Minimum QualificationsUndergraduate degree in a relevant discipline. Minimum of two to three years of related experience, or the equivalent combination of education and experience.Willingness to respect diverse perspectives, including perspectives in conflict with one’s own.Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion.Preferred QualificationsUndergraduate degree or the equivalent combination of education and experience in housing, real estate, business administration, and/or program administration.Proficiency with MS Office applications and experience with data management.Experience conducting varied research assignments and program evaluation.Familiarity with UBC Housing Action Plan, and faculty-staff housing programs is an asset.Understanding of newcomer perspectives and familiarity with Metro Vancouver neighbourhoods.Familiarity with UBC or other large complex organizational culture and working environment.Strong customer-service mindset.Excellent interpersonal and social skills.Detail-oriented with strong organizational abilities.Ability to communicate effectively verbally and in writing.Ability to work on a team within a variety of cultural environments, faculty, staff and the UBC community.Ability to identify key information and issues, analyze situations and resolve problems effectively.Ability to exercise tact and discretion.Ability to prioritize and work effectively under pressure to meet deadlines.Strong initiative and ability to work independently with minimal supervision.