Classification: Admin Assistant III Department Name: Residential Life Job Number: FP2019-644 Status: Open until Filled Priority Screening May 14, 2019 Priority Screening Date: 05/14/2019 Recruitment Status:
The University Corporation at Monterey Bay is an equal opportunity employer and committed to hiring personnel with competencies and experience related to the regional and State population.
The University Corporation at Monterey Bay is a non-profit institution that is affiliated with the California State University, Monterey Bay (CSUMB). The University Corporation at Monterey Bay, a non-profit 501(3) public benefits corporation, is an auxiliary organization with a mission to further the educational purposes of the University. The University Corporation at Monterey Bay is an equal opportunity employer and committed to building a pluralistic university by hiring personnel with competencies and experience related to the regional and state population. The University Corporation at Monterey Bay is committed to a standard of excellence in the services it provides and in the quality of work expected of its employees.
NOTE: Office hours for this position are 9:00 AM to 6:00 PM with some flexibility to earn over time during busy times in the semester.
Under the supervision of the Assistant Director for Student Housing and Residential Life Operations, the Assignments & Customer Service Specialist (ACSS) is responsible for facilitating customer service, room assignments, and project initiatives. The ACSS is responsible for on-campus housing placements that include apartment-style residence halls and standalone apartment communities, as well as a new housing community. Much of their work is aimed at assisting students and their families with securing housing and housing alternatives based on their needs, available residential spaces, and university priorities. The ACSS provides information on availability of various types of housing, communicates with prospective applicants on individual housing needs and issues. The ACSS also services current residential students and provides or requests needed service for them. The ACSS will receive daily work assignments from the Assistant Director for Operations, Assistant Director for Residential Education and Director in support of the mission of Student Housing and Residential Life. The position will work closely with the Community Director(s) on many of the activities.
ESSENTIALDUTIESANDRESPONSIBILITIES include, but are not limited to, the following:
Issues, receives, and reviews housing applications, enters data into the housing information system database.
Assists with maintaining database files to accommodate necessary informational items.
Cross-references and verifies student data on OASIS, the student information system utilized on a campus, and the housing information system database.
Student Housing Application Processing and Assignment Process Coordination:
Coordinates room and housing assignments
Advises students on housing assignment problems and works with Community Directors on special cases.
Reviews and acts on petition requests for special housing policy exemptions and serves as a member of the Exception to Policy Committee.
Requests facility modification needs; makes assignments with special housing accommodation needs for students with disabilities. Coordinates housing support services in collaboration with Student Disability Resources.
Works closely with our campus partner Alliance, who manages the facilities and payments for East Campus.
Coordinates semester room transfer process, and the annual continuing student reservation process, waiting list and billing processes.
Responsible for educating student and professional staff on procedures, protocols and campus housing occupancy.
Works with campus departments to coordinate the process, assignments, and billing for early arrivals to fall semester.
Works with summer conference staff to coordinate summer housing for students.
Serves as department liaison with other offices, which provide direct service to students, i.e. Campus Service Center, Student Disability Resources, Dining Services, Admissions, Office of the Registrar, Facilities Services and Operations regarding any facility needs and cleaning charges, Business and Finance for billing room and board fees, University Police Department.
Serves as point of contact for student housing administrative policies and procedures to current and prospective students, customers and the campus community.
Coordinates suite/room configuration planning. Maintains housing information system configuration, roster and floor plans.
Serves as backup for other ACSS for student accounts with housing and meal charges. Advises students with account information. Applies charges, assists with account issues, and makes appropriate adjustments.
Coordinates eligibility checks each semester for their communities.
Assists in providing facility response with Facility Services and Operations, Alliance and area staff.
Works with Operations Team to create, implement, and manage the Reservation Days room selection process for Main Campus, Promontory and East Campus housing units.
Maintains documentation of all communication between students and the assignment office.
Works closely with the Marketing and Outreach Coordinator on educational videos and other publications for Room Selection Process, Room Change, and other topics beneficial to the student population.
Works closely with the Community Director(s) and Leadership Team, to ensure a seamless housing assignment and move in process through student notification and communication.
Communicates assignment information, room transfer, student departure and student arrival information to the Alliance office.
Maintains a strong positive relationship with all department staff and campus partners in order to provide the best service to students possible.
Responds to email inquiries from students, parents, faculty, staff, campus administration and community members within 24 hours upon receipt.
Responsible for collecting information, coordinating data and creating reports for OASIS, the campus student information system and the housing information systems database.
Manages on-line application and assignments process through the housing information systems database by setting up system lotteries, reviewing application questions and soliciting department feedback on these processes.
Works with programmers to identify and analyze necessary system enhancements, test features and formatting changes.
Serves as member of the housing information systems database administration group.
Provides assistance to develop and create monthly and end of the year housing revenue reports
Serves as a backup departmental administrator for student accounts.
Compiles regular weekly/monthly reports as directed.
Provides general clerical support for Student Housing & Residential Life including correspondence, memos, and reports.
Provides operational, data, and customer service support.
Receives information from departing occupants, verifies departure date to ensure database accuracy, verifies forwarding address, and ensures proper account adjustment.
Assists in gathering and preparing necessary information and paperwork for refunds.
Generates resident statistical information as requested by Student Housing and Residential Life and other CSUMB offices.
Assists with department and campus outreach and recruitment efforts as needed.
Attends assigned meetings
Prepares agendas, invitations, and meeting notes.
Responsible for the student filing system including:
Training student and professional staff on filing system as needed.
Ensuring filing system is accurate and efficient.
Preparing and managing the transition of archive files at the conclusion of every semester.
Must be able to work independently in a fast paced and changing workplace environment.
May be asked to assist operations in East Campus, Promontory and Main Campus Student Housing & Residential Life offices.
Will perform other related duties as assigned.
PHYSICALWORKENVIRONMENT: Typical office environment with standard equipment and tasks. Position is required to work at a computer/video display terminal and desk for extended periods of time (6-8hrs/day). May require travel between campus offices and off-campus locations. Must have own transportation, valid driver's license, and auto insurance. This position also requires sitting, standing, bending, pushing, pulling, talking and using manual dexterity, eye-hand coordination. Ability to lift 5-10lbs.
Knowledge, Skills and Abilities: Thorough knowledge of English grammar, spelling and punctuation; thorough knowledge of office methods, procedures and practices. Ability to learn, independently interpret and apply a wide variety of complex policies and procedures; ability to coordinate many different clerical tasks determine the relative importance of each, set deadlines, and complete projects accordingly. Demonstrated competence in effectively explaining a wide variety of complex procedural and policy applications to students and their parents, the public and other campus employees; ability to establish and maintain cooperative working relationship with students, faculty and others. Ability to provide quality customer service to students, faculty, staff and the general public. Ability to perform difficult clerical work involving independent judgment, accuracy and speed. Ability to perform standard arithmetic computations to include tracking and data comparison. Ability to type and enter data into the computer with a high degree of accuracy. Ability to screen mail, telephone calls, email, and visitors using tact and diplomacy. Ability to work effectively and interdependently in a diverse university environment. Work often involves front line contacts with a variety of campus and community individuals requiring active problem solving and effective interpersonal skills. Ability to be flexible, and adapt to a rapidly changing work environment with frequent interruptions. Ability to perform multiple tasks simultaneously and efficiently.
Minimum Qualifications: Education and Experience: Four years of progressively increasing general clerical responsibilities which have involved supporting, monitoring, and coordinating clerical work through a system of internal procedures to ensure the efficient operation of an organization. Education, beyond high school diploma or equivalency, year for year, may be substituted for up to 2 years of the required experience. A college degree is preferred but not required.
Specialized Skills: Fluency in using various standard office software packages such as Microsoft Word, Excel, and Access. Demonstrated technical literacy with electronic mail, mail merges, data entry, electronic scheduling, and internet communication software. Ability to work in an occasional high-pressured environment. Ability to operate a wide variety of office equipment and troubleshoot problems. Demonstrated ability to address the essential functions associated with this position including the knowledge and abilities identified above. Ability to complete and pass training in Defensive Driving. Must continue to meet the established driving standards as a condition of employment.
Must be willing and able to work evenings and weekends and to travel in and out-of-state as deemed necessary to provide services to students and attend professional development opportunities
Preferred Qualifications: Knowledge of housing application/payment processes and related software, especially within higher education, preferred. Knowledge of PeopleSoft desirable. Demonstrated understanding of and commitment to the CSUMB Vision Statement and the core values of mutual respect, collaboration and service orientation, multiculturalism and diversity, community service and institutional excellence.
Special Conditions of Employment:
The person holding this position is considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.
A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with University Corporation. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current University Corporation employees who apply for the position.
The University Corporation at Monterey Bay is an Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, or protected veteran status.
All employees must be eligible for employment in the U.S.
This position is required to maintain confidentiality as outlined in the Department of Educations Family Educational Rights and Privacy Act (FERPA) and Californias Educational Code Chapter 13 regarding sensitive student issues.
Please note: University Corporation employment is separate and distinct from CSU Monterey Bay or State of California employment. University Corporation employees are not employees of either CSUMB or of the state of California.
University Corporation positions are at will employment.
Compensation and Benefits: The hourly salary is $19.50 per hour. This is a non-exempt position and as such is eligible for the overtime provisions of the Fair Labor Standards Act. Benefits include medical, dental, vision and life insurance benefits, contributory retirement plan, TSA (403b), 13 paid holidays per year and other benefits.
A completed online application and resume must be received by the University Corporation Human Resources by 5:00 p.m. on the priority screen date listed above to be guaranteed a review. Application submissions received after the application screening date will be reviewed at the discretion of the Corporation.
Materials submitted become the property of University Corporation at Monterey Bay and will not be returned. University Corporation at Monterey Bay will not fax application materials. For assistance or if you require an accommodation, please call (831) 582-3389, or TTD (800) 735 2929. For computer/online access you may visit the Tanimura & Antle Family Memorial Library (map) or our Student Service Center first floor ( map). For additional campus information visit CSUMB.edu. For information regarding the University Corporation visit CSUMB.org.
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California State University Monterey Bay (CSUMB), is a comprehensive public university committed to serving the diverse people of California, especially the working class, historically under-served, and low income populations. The university values an educational environment of cultural and linguistic diversity and gender equity; ethical reflection and practice; effective and experimental use of technologies as resources to people and catalysts for learning; and the integration of cross-disciplinary models enabling students, faculty and staff to engage in innovative instruction and coordinated service learning. The curriculum is organized around student learning outcomes. It is global in perspective, and of sufficient breadth and depth to meet local, regional, and statewide needs, specifically those of both isolated rural communities and inner-city populations. The identity of the University is framed by substantive commitment to a multilingual, multicultural, intellectual community which enables students, faculty and staff to cross institutional boundaries for innovative instruction, broadly defined scholarly and creative activity, and coordinated community service. The campus is ...located on Monterey Bay, 100 miles south of San Francisco.
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