RESIDENCE LIFE - Residence Hall Housing Coordinator/Stud Life Admin

Job Classification

  Salaried Full-time (75-100%)

Position summary

The Residence Hall Housing Coordinator and Administrative Assistant for Residence Life assists the Assistant Vice President for Residence Life in creating a vibrant and caring Residence Life culture that fosters the optimum quality of student life and holistic development for Andrews University in-residence students. The Coordinator exercises independent initiative and judgment in managing the residence hall housing processes.  In addition, he/she provides administrative support to the Assistant Vice President for Residence Life in processes related to programming, student intervention, care, and conduct protocols, student records and budget management, special projects and other duties as assigned.  

Qualifications summary

A Bachelor’s degree is preferred. Proven experience in a high-level, fast-paced, multi-cultural environment, is strongly desired.


Must be a Seventh-day Adventist in good and regular standing.

Duties and responsibilities

The following responsibilities require extensive knowledge and deep understanding of the mission, values and operations of the University, Campus & Student Life, and Residence Life. 

The essential duties and responsibilities of this position include the following:

Residence Hall Housing Coordinator

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  Ensures all undergraduate and graduate residence hall students receive a room assignment according to established protocols.
  


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  Processes and assists residents with roommate and/or room changes throughout the academic year
  


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  Manages housing requests and applications received each semester. 
  


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  Manually matches undergraduate roommates based on listed preferences.
  


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  Manages the housing email account which serves as the main communication email for all residence halls.
  


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  Manages room configurations and attributes for all residence halls on the Vault and Banner system.
  


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  Manages and daily updates Res Hall maps which are used as a main communication tool with each residence hall and its departments. (i.e maintenance and custodial)
  


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  Communicates with students, parents, faculty/staff, and constituents regarding housing information, issues, needs, and policies.
  


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  Ensures students are billed appropriately for their time in residence.
  


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  Hires, trains, supervises, and schedules student housing assistants.
  


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  Collaborates with residence hall deans and staff on check-in and check-out processes.
  


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  Processes all room deposit refunds.
  


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  Organizes and oversees (Organizes, oversees, and provides training on) move-in day check-in processes. 
  


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  Trains Res Hall staff on check-in processes.
  


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  Collaborates with the Office of Enrollment to communicate housing application processes with prospective and incoming students.
  


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  Organizes and implements room reservations for each semester-including an annual spring housing event for returning residents.
  


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  Periodically produces Residence Hall census reports for administration
  


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  Attends Residence Life Deans Council meetings to take minutes
  


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  Collaborates with the Office of Student Success to meet housing accommodations
  


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  Acts as liaison between Office of Disabilities and Residence Halls for ESA registration.
  


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  Maintains and orders supplies for the central housing office.
  

Support Services for the Assistant Vice President for Residence Life

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  Provides exceptional customer service to all on-campus entities (students, faculty, staff and administration) and off-campus entities (parents, business organizations, etc.) that interface with the Assistant Vice President for Residence Life (AVP).
  


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  Manages a significant volume and variety of highly confidential information related to student records, conduct and crisis intervention, as well as University personnel in campus databases, such as Advocate, Redwood, Banner, Vault, iVue, and other University systems..
  

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  Manages Student Life student records and office organizational systems including electronic and paper processes, ensuring appropriate security and purging according to established protocols. 
  

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  Uses discretion to articulate University policy for a variety of areas including student conduct and care, etc. 
  

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  Assists the AVP by scheduling appointments; managing his/her calendar, arranging travel, processing credit card statements, expense reports, financial and other documents. 
  

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  Serves as the project manager for all requests for responses and signatures from the AVP for Residence Life, such as credit card statements, expense reports, check requests, key cards, etc., to ensure documents are signed, copied and submitted to appropriate campus entity.
  


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  Assists in preparations for Residence Life events meetings, luncheons and retreats.
  

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  Conducts research, gathers materials, retrieves data, edits documents, etc. in the preparation of materials needed for the work of the AVP.
  


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  Assists in financial records, management and budget review processes including managing IDC charges, purchase orders, receipts and reimbursements, as well as facilitates annual budget preparations as directed by the AVP.
  


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  Provides all Residence Life employees with assistance and training on financial document submission processes
  


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  Manages special projects and other duties as assigned by the AVP. 
  


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  Attends meetings as requested by the Assistant Vice President for Residence Life. 
  

Supervisory responsibilities

The Housing Coordinator carries out supervisory responsibilities in accordance with Andrews University policies and applicable laws. 

Responsibilities include hiring and training student staff in the Housing office, job description preparations and assignments, scheduling, directing work, appraising performance and addressing complaints and resolving problems.

Qualifications

EDUCATION AND/OR EXPERIENCE

A Bachelor’s degree is preferred. Proven experience in a high-level, fast-paced, multi-cultural environment, is strongly desired.

CUSTOMER SERVICE, COMMUNICATION AND LANGUAGE SKILLS

Exceptional skills in customer service skills as well as oral and written communication skills are required. This includes the ability to read and communicate in fluent English, as well as to understand a wide variety of documents pertaining to the Higher Educational sector.

CRITICAL THINKING AND REASONING ABILITY

Ability to think critically and to analyze a wide variety of high-level problems to assess situations with great perception and to use discretion in responding to difficult situations.

Ability to apply common sense understanding to carrying out various types of directives.


Must be a Seventh-day Adventist in good and regular standing.

Technical competencies

Advanced computer and internet research skills including knowledge of MS Office (Word, Excel, PowerPoint, Outlook, Publisher), Google Drive and Web design. Ability to learn University databases and systems, do basic math as well as higher level analysis of financial reports. 

Interpersonal interactions

Exceptional gifts in interpersonal relationship building as well as conflict management to provide the most effective customer services for students, parents, faculty, administrators and external entities with a high level of professionalism and confidentiality.

The ability to foster and maintain a caring, congenial attitude, especially in stressful, complex situations.

Exceptional gifts in people and customer service skills to work effectively with students, parents, faculty, administrators and the public with a high level of professionalism and confidentiality. Ability to maintain a caring, congenial attitude especially in stressful, complex situations.

Physical demands

The Residence Hall Housing Coordinator position requires the ability to work in a typical office environment with extended periods of computer use. The role also involves moving between residence halls for meetings and move-in/move-out events. Occasional lifting and carrying of office supplies or materials (up to 25 lbs.) and assisting with housing check-in/out setup may be required. Evening and weekend hours are sometimes necessary during peak housing periods.

Work environment

The Residence Hall Housing Coordinator will primarily work in an office setting. The role requires occasional participation in large-scale housing events such as move-in and move-out. The work environment involves frequent interaction with students, parents, and staff in a fast-paced, service-oriented setting. Noise levels are generally moderate but may increase during peak housing times and events.