Housing Coordinator

BCIT’s
- **Student Operations** is currently seeking a
- ** temporary, full-time (1.0**
**FTE**Duties & Responsibilities**

**DUTIES**
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**AND**
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**RESPONSIBILITIES***:
**Community Support and Development**:

- Develops an awareness of the tone and atmosphere in each of the 28 suites by building rapport with residents and through daily communication with each Residence Advisor.
- Supports development, implementation and maintenance of a friendly “home away from home” atmosphere in residence. Communicates with parents, spouses, students and customers. Exercises good judgment in identifying problems and concerns, handles upset or emotionally charged customers, maintains confidentiality and trust with students, while being mindful of students’ health, happiness and wellbeing.
- Discusses and/or identifies potential student and community problems with Residence Advisors, identifies options, recommends appropriate course of action, and liaises with internal and external resources as needed.
- Coordinates large event planning for groups of up to 336 people 6-7 times per year.
- Attends Residence Advisor bi-weekly evening meetings; prepares agendas and minutes; coordinates action items.
- Liaises with Assistant Director, Residence Advisors, campus service areas and additional stakeholders regarding residents’ personal or behaviour issues.
- Coordinates emergency response and crisis intervention on afternoon/evening shift in absence of Assistant Director, Housing. Liaises with Safety, Security and Emergency Management (SSEM) personnel on an as-needed basis.

**Housing Office and Residence Administration**:

- Ensures monthly rents and fees are loaded; coordinates receipt of advance deposits and first month’s charges; prepares invoices and coordinates accounts receivables and accounts sent for collection; ensures monthly Rent Arrears reports are scrutinized and follows up directly with students; informs Housing Manager of chronic problems.
- Shares provision of tenant and residence services with other Housing Office staff: welcomes new residents on arrival, completes contracts, responds to in-person, telephone, and online inquiries from prospective and current residents, makes change, sells tickets, takes and delivers messages, escorts new arrivals to rooms, takes prospective students on tours, provides residence orientation for new arrivals if a Residence Advisor is not available.
- Provides sole coverage of the Housing Office and front counter as closing shift Monday to Thursday and when needed.
- Coordinates check-in and check-out of approximately 750 long-stay students per year: prepares and monitors move-in and move-out lists daily, distributes appropriate applicant information and discusses any concerns with the Residence Advisor prior to student’s arrival; ensures each new resident is escorted and oriented by a Residence Advisor or Housing Office staff.
- Creates resident correspondence and other Housing documents; coordinates mass mail-outs; maintains student files and department files.
- Handles apprentice and short-stay inquiries and processing in absence of Apprentice Housing Coordinator. Maintains good awareness of apprentice reservation systems.
- Acts as telecommunications coordinator for department.

**Staff Coordination**:

- In absence of Assistant Director, supervises Housing Assistant, allocates work and establishes priorities.
- Coordinates the team of live-in Residence Advisors on behalf of the Assistant Director during late shift by providing overall guidance, direction, support and motivation. Monitors performance, and assists Assistant Director with performance appraisals.
- Assists Assistant Director in the recruitment and selection of new department staff, Residence Advisors and student staff by providing administrative coordination and participating on the selection committees.
- Assists the Assistant Director and Residence Advisors in the hiring, supervising and training of up to 8 part-time student staff per year. Allocates work, establishes priorities and shares responsibility for monitoring performance.
- Troubleshoots difficult situations with stakeholders, and interpersonal problems between Residence Advisors, takes timely action to resolve issues. Refers difficult situations to the Assistant Director.

**Publications and Marketing**:

- Produces flyers, advertisements, brochures, newsletters, forms and other related material.
- Coordinates development and production of all long-stay student and Residence Advisor marketing materials and publications in print and electronic media.
- Coordinates content upgrades and accuracy of department web site. Marquis responsibility to the Composer level.

**Housing Department Computer Systems, Database, Records Management and Procedures**:

- Ensures all department computers are in good working order; performs basic troubleshooting, coordinates problem resolution as needed.
- Identifies system and software upgrading needs and c