Housing Coordinator, Short Term Stays

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

**DUTIES**
**&**
**RESPONSIBILITIES***:

- Communicates directly with all applicants and/or stakeholders on housing assignment confirmations. Prepares and distributes assignment packages to incoming residents and makes sure necessary information is communicated for a smooth facilitation for incoming and outgoing residents.
- Assigns apprentice reserved parking and manages apprentice parking wait list.
- Processes entries of rents and fees. Coordinating receipt of advance deposits and charges; Prepares invoices and coordinates accounts receivables and accounts sent for collection; Monitors and assesses Rent Arrears reports and follows up directly with students to actively pursue overdue accounts to minimize bad debts.; Informs Assistant Director Housing of chronic problems related to payments.
- Coordinates check-in and check-out of students: prepares and monitors move-in and moveout 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.
- Supports the administration, distribution, collection and monitoring of the housing keys by providing back-up support or when volume is high and by producing reports for manager, police, etc.
- Ensures empty rooms are cleaned and readied promptly through daily direction to Housekeeping Supervisor and liaison with Residence Facilities Coordinator.
- Supports an ongoing, friendly “home away from home” atmosphere in residence. Communicates with parents, spouses, students and other customers, exercising good judgment in identifying problems and concerns, handles upset or emotionally charged customers, students or parents, 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.
- Liaises with Assistant Director, Residence Advisors, campus service areas and additional stakeholders regarding residents’ personal or behaviour issues.
- Coordinates emergency response and crisis intervention in absence of Assistant Director, Housing. Liaises with Safety, Security and Emergency Management (SSEM) personnel on an as-needed basis.
- Maintains lists for available off-campus housing & landlords. Distributes to out-of-town students and people or departments seeking information on off-campus housing options.
- Handles inquiries on apprentice/short-term-stays and landlord inquiries relating to the off campus short-term stay list.
- Enters housing and student data and maintains system records related to student housing.
- Creates and modifies Cognos reports on student housing data.
- Keeps abreast of technology changes as they affect the Housing Office through regular training and skills upgrading.
- Identifies department workflows, business processes and policies requiring revisions and makes recommendations to Assistant Director for improvement. Works with internal and external consultants to build and implement system changes/updates. Trains other department employees on their use.
- Creates and coordinates communication and marketing information materials for print and media as it relates to Housing services. Maintains the apprentice sections of the department’s website.
- Communicates directly with employers, sponsors, Apprentice Services and program areas regarding housing inquiries.
- Provides general housing support by opening the Housing Office in mornings and providing front desk coverage as needed.
- Provides back-up support to the Housing Coordinator, the Residence Facilities Coordinator the Housing Assistant and Residence Advisors as needed.
- Supports the student hiring processes by participating in the selection processes for department and student staff and providing onboarding and ongoing training.
- 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 changes, 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.
- Participates in Records Custodian training and remains current with record keeping practices, policies and procedures (both BCIT and FOIPOP).
- Undertakes related duties as assigned, consistent with the job grade for this position.

**Qualifications**

**QUALIFICATIONS***:
**Definition**: The qualifications section for this