| Detailed Description: |
The Division of Student Affairs is committed to grounding our policies, programs, and procedures in anti-racist practice. With this commitment, we recognize the importance of educating ourselves and holding one another accountable to ensure our work is approached through equity, inclusion, and social justice lens. We recognize our need for ongoing development in this area and continue to strive to improve. We expect all members of the Division of Student Affairs are willing to engage in this work alongside us to uphold our Catholic mission in creating a welcoming environment where the dignity of all students, staff, administrators, and faculty at USD is embraced
The Assignments and Billing Coordinator for Residential Administration has primary responsibility for the complex and routine tasks associated with student housing assignments and related billing. Duties include overseeing both room assignments and room changes as well as supervising the input of room charges for housing (3000+ beds). This is done through the lens of the Living Learning Communities (LLCs) and other special housing assignments to ensure students are placed in areas where they will thrive. The Coordinator will also make recommendations regarding specialized fee situations (discounts, transitional periods, summer programs, visiting faculty, etc.) to the Associate Director. This position will collaborate with other departments in the integration and implementation of the StarRez software modules. This position will also oversee the development, production, and distribution of all campus housing agreement materials. Assist residents, parents, and other University staff with their campus housing related questions. This position will coordinate the cleanliness and readiness of rooms with both General Services and Building Maintenance, and will manage the damage and cleaning deposit program and oversee charges to student accounts.
Duties and Responsibilities:
Student Housing Billing Administration:
- Coordinate the direct billing of $30M annual room revenue
- Post room fees to residents’ student accounts via housing software including room fees for semester, special sessions, break periods, and contract cancellation or withdrawal fees
- Process adjustments of residents’ accounts for room changes, prorated charges, and decreased occupancy charges
- Review and confirm accuracy of charges for “early arrival” and “late stay” resident fees
- Track student cancellations and implementation of cancellation fee policies
- Perform the Salto key audit function to confirm actual days of room access and temp card charges and control.
- Process, confirm, and maintain resident agreements and related information; maintain accurate floor charts for each of the residential areas
Spring Room Returning Student Selection Coordination:
- Coordinate the spring room selection process for returning students
- Assist in establishing policies and procedures in collaborating with leadership
- Coordinate information from other departments for the online returning student application and room selection process
- Work closely with the Associate Director and other Residential Life staff to ensure the accuracy of information regarding procedures and deadlines included in marketing pieces and newsletter
- Assist with the marketing activities to promote benefits of on-campus living
- Communicate application information to residents, parents, and staff
- Understand and communicate the terms and conditions of the campus housing agreement to staff, residents, and parents
- Collaborate regularly with Residential Life IT Support staff to ensure ease and accuracy of returning student housing room selections
- Verify online acceptance of terms and conditions plus prepayment are on file for every resident
- Maintain an accurate interest list for students who missed room selection deadlines
- Monitor and coordinate the interest list and room change processes
- Notify current and prospective residents as well as professional and faculty live-in staff regarding room availability
Room Assignment Coordination:
- Coordinate both the fall (during May and June) and spring (during December and January) room assignment process for new first year, graduate/law, and transfer residents
- Work closely with Associate Director to ensure accuracy of information regarding procedures and deadlines included in marketing pieces and newsletter
- Collaborate with Admissions at regular intervals during May and June to monitor the number and gender distribution of freshmen and transfer students who have active resident commitment deposits or waivers
- Oversee the input of resident commitment deposit information for freshmen and transfer students from Admissions into Banner and StarRez systems
- Create reports from StarRez for use by Senior Leadership.
- Make manual assignments for special housing requests and living-learning group housing
- Oversee the online application process and input of new student information and preferences in preparation for the automatic allocation of room assignments and roommate matching
- Complete room assignments and roommate matching based on date of deposit and information from the resident information profile
- Coordinate information from other departments and communicate room assignment information
- Distribute residential area housing information to professional live-in staff, reception desk staff, and other departments prior to opening of each academic session and on a regular basis thereafter
- Coordinate applications and assignments for the graduate/faculty/family housing areas
- Coordinate room assignment of graduate and law students
- Verify completed contract acceptance forms are on file for every resident
- Coordinate apartment availability and move-in readiness status with Facilities Management for summer and academic year occupancy
- Ensure proper residency status on a regular basis (registered for appropriate class units)
Housing Support and Administration:
- Assist residents, parents, and University staff with their campus housing related concerns
- Ensure that students, parents, staff, advisors, administrators who may have been transferred/sent from office to office have their housing-related questions fully addressed
- Serve as liaison to communicate, correspond and meet with other departments to share information and work collaboratively on issues that affect various departments
- Initiate timely contact with departments (e.g. President’s Office, Admissions, Mission and Ministry, University Relations, Development, Parent Relations, Alumni Relations, Annual Giving, Athletics, and Human Resources) to communicate deadlines and request information regarding special housing placements of new incoming students
- Maintain a welcoming environment for students, parents, and other University staff
- Communicate with residents and parents via phone concerning housing issues
- Annually review and prepare room change request form and checklist, updating as needed.
- Responsible for coordination of room change process
- Create vacancy/open space log; oversee initial distribution of vacancy/open space letters notifying residents of their options at the beginning of fall and spring semesters
Early Arrival, Late Departure, Intersession, & Spring Break Coordination:
- Oversee and coordinate early arrival, late departure, Intersession, spring break information and procedures
- Contact Admissions, Orientation, Parent Relations, and other office staffs involved with the arrival of new students to review information packets provided to new resident students for clarity and completeness to ensure smooth move-ins at start of both fall and spring semesters
- Solicit early fall semester arrival information from various campus departments/programs (e.g. Athletics, University Ministry, Experiential Learning & Adventure Center, Orientation, Dining Services, NROTC, Parent Relations) with sufficient advance notice to be able to input information into StarRez database in order to provide ample access for Facilities Management staff and to meet housing deadlines
- Coordinate temporary housing placements for fall season athletic intercollegiate teams, Preceptorial Assistants, SSS participants, non resident Torero Team members, and new freshman and transfer commuter students requesting to live on campus for first two nights of Torero Days
- Provide Student Affairs, Dining Services, Facilities Management, Public Safety, and other departments with early arrival and late stay rosters (athletic teams, University Ministry participants, RAs, graduating seniors, graduation volunteers, summer student residents, etc.)
- Prepare and process Intersession and spring break forms and input billings for students remaining in residence halls during those periods
- Oversee billings for students remaining in residence halls after official checkout times
Summer Session Housing Program Administration:
- Administer summer session housing program and serve as the lead person in transition to and from the summer session
- Assist with hiring and supervision of summer student employees
- Make decisions on timeline for providing student access to portal and monitor online summer applications; manually assign students based upon requested dates and room preferences
- Coordinate billing and occupancy information for students staying in USD summer housing
- Coordinate cleaning and maintenance scheduling with Facilities Management staff and summer staff to ensure hall readiness of residents’ rooms for both summer and fall
- Responsible for room assignments and daily/weekly report generation
Special Conditions of Employment:
The employee will be expected to occasionally work evenings and/or weekends for peak demand times (e.g. room selections, billings, and move-ins)
Background check: Successful completion of a pre-employment background check.
Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.
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| Job Requirements: |
Minimum Qualifications:
- Bachelor’s degree required. A high school diploma and two additional years of work experience may substitute for Bachelor's degree, at the rate of one year of work experience is equivalent to two years of education.
- Two years of progressively responsible office experience required. A Master’s degree may substitute for one year of required work experience.
- Proficient in utilizing Google Drive Suite applications, Microsoft Office Suite applications (i.e. Word, Excel, and Power Point) required.
- Knowledge and understanding of accounting/bookkeeping principles and functions required
Preferred Qualifications:
- Two years of experience working with billing and database software programs preferred.
- Experience with StarRez and Salto key system preferred
Performance Expectations - Knowledge, Skills and Abilities:
- Ability to manage multiple tasks with distractions in busy customer service environment
- Excellent interpersonal and communication skills for interacting with various University constituents including parents, students, administrators, staff, and outside vendors utilizing tact and diplomacy; must be able to deal effectively and diplomatically with college age students of diverse backgrounds; sensitive of personalities/needs/attitudes
- Excellent organizational and time management skills plus attention to detail
- Demonstrated written and oral communication skills
- Demonstrated ability to appreciate and actively support the mission and goals of the University
- Ability to work with a high degree of autonomy using independent judgment, as well as initiate, coordinate, oversee and complete various projects with minimal supervision according to set deadlines
- Be resourceful and possess problem-solving skills
- Listen and respond in caring, tactful, and professional manner to customers who may be frustrated or upset while trying to provide resolutions that address their concerns
- Knowledge of and ability to maintain the highest level of confidentiality regarding student information per the FERPA/the Buckley Amendment
- Excellent skills in the use of tools and equipment listed below
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