Housing Assignments/Accounts Coordinator

at  California State University

Job no: 543272
Work type: Staff
Location: Pomona
Categories: Unit 9 - CSUEU - Technical Support Services, Administrative, Probationary, Full Time, On-site (work in-person at business location)
Type of Appointment: Full-Time, Probationary
Collective Bargaining Unit: California State University Employees Union - Unit 9
Job Classification: Administrative Analyst/Specialist – Non-Exempt
Anticipated Hiring Amount: $3,879 - $5,082 per month
Work Hours: Monday – Friday 8:00am-5:00pm

QUALIFICATIONS:

• Bachelor’s Degree - Bachelor’s degree AND/OR the equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.
  Working knowledge of general practices, program, and/or administrative specialty; basic knowledge of and ability to apply fundamental concepts; working knowledge of budget policies and procedures; ability to learn, interpret, and apply a wide variety of policies and procedures relating to and impacting the applicable program, organizational unit, and/or administrative specialty; knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them. Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques; ability to organize and plan work and projects, including handling multiple priorities; ability to make independent decisions and exercise sound judgment; ability to compile, write, and present reports related to program or administrative specialty; demonstrated ability establish and maintain cooperative working relationships.

PREFERRED QUALIFICATIONS:

• Student Affairs/Student Housing Services and or equivalent training or work experience involving Student Accounting and Cashier Services or other related positions providing a high degree of student/customer service at the university level, preferably with analysis and/or evaluation leading to the development or improvement or implementation of sound administrative procedures, practices, or policies.
• Outstanding writing, oral communication, and organizational skills
• Demonstrated experience with all major areas of the position
• Thorough knowledge of policies, procedures, and outside regulations pertaining to the administrative specialty
• Working knowledge of operational and fiscal analysis techniques
• Ability to take the initiative and independently plan, organize, coordinate and perform work in various situations where numerous and diverse demands are involved
• Ability to anticipate, investigate, and analyze problems and address them proactively
• Ability to work occasional weekends and evenings to meet customer needs
• Demonstrated success with supervising administrative support staff in a busy, high customer contact office.
• Previous experience with StarRez and Oracle PeopleSoft software applications.

Contracting Management

• Responsible for overseeing all aspects of contracting and room assignments within University Housing Services to achieve optimal occupancy levels.
• Collaborates closely with IT Systems, Foundation Enterprise, and Enrollment Services to enhance and streamline student housing services processes, including contracting, account management, and room assignments and selections.
• Involves working with various campus partners such as Athletics, Renaissance Scholars, Disability Resource Center, and Kellogg Honors College.
• Utilizing Housing software to improve and enhance the application process and user experience.
• Coordinating the development and approval of annual license agreements.
• Managing waiting lists, resident assignments, and rosters.
• Assisting with the housing exemption process and coordination Reviewing and implementing assignment change requests.
• Assisting with the cancellation process and ensuring timely backfilling of vacancies.
• Working with IT systems on the door access systems and residential keys processes.
• Monitoring and analyzing occupancy levels to ensure target goals are achieved, and initiating actions as necessary.
• Evaluating and implementing processes using the housing management system, including creating specialized reports and procedures.
• Ensuring that check-in and check-out procedures are aligned with other departmental and campus-wide units.

Accounts Receivable

• Manage the collection of approximately $40 million annually in housing fees on behalf of the University, Housing Services, and the Cal Poly Pomona Foundation.
• Independently handle communications with students and staff regarding room or meal plan changes and account adjustments.
• Responsibilities include informing students about payment deadlines and assisting in the coordination of administrative holds and evictions.
• Assist in the development and distribution of mass communications to students regarding housing confirmation, billing and meal plan information, assignment notification, and wait list updates.
• Coordinate communication with residents who are not enrolled and residents who have not paid fees and work with other university offices to determine their status as students.
• Collaborating with Student Accounting & Cashiering Services and Financial Aid & Scholarships to research, analyze, and reconcile account discrepancies, process adjustments, and facilitate payment arrangements.
• Working with Student Accounting & Cashiering Services to adjust business processes and procedures as needed according to the process calendar, and recommending improvements to enhance Business Services operations.
• Conducting analyses for setting annual residence hall room rates and occupancy projections and goals.
• Monitoring and reporting on revenue reconciliation for University and Foundation Dining Services.

General Responsibilities

• Process Coordination: Work closely with Administrative Analysts and Administrative Support Coordinators to streamline and coordinate housing processes.
• Information and Training: Provide housing information, training, and presentations to on-campus partners, students, and parents.
• Develop and document business processes and deliver necessary training for staff and student leaders, including training on Housing Software.
• Cross-Functional Support: Fill in for other Administrative Analysts within University Housing Services as needed.
• Additional Duties: Perform any other tasks required by the operational needs of the department.