Business Operations Coordinator

Job description

Business Operations Coordinator

Humboldt State University

Housing and Residence Life

Location: Arcata, CA
Open Date: Jun 3, 2019
Closes: Monday, June 17, 2019

(Job #19-39) Administrative Support Coordinator I, Business Operations Coordinator, $2,846-4,998/month. Appointments are typically made at the beginning of the salary range. This is a full-time, 12-month pay plan, non-exempt, permanent position with a one-year probationary period in the Department of Housing and Residence Life. This position comes with an extensive benefits package that includes comprehensive medical, dental, and vision coverage, CalPERS retirement, Fee Waiver eligibility (reduced tuition on most CSU system classes), life insurance, and voluntary pre-tax health and dependent care reimbursement accounts. Additional benefits information can be found at

Position Summary: Working independently, under the lead oversight of the Assignments Coordinator, and reporting to the Director of Housing Operations in Housing & Residence Life, the Business Operations Support Coordinator provides administrative support to the Assignments Coordinator, coordinates student conduct meeting scheduling for seven Residence Life Coordinators along with providing hiring assistance, and supports the Housing Business Operations team with project and administrative tasks. Regularly scheduled work is performed during operational hours of 8am to 5pm with occasional special event hours.

Duties and Responsibilities:
General Assignment Coordination

  • Coordinates room move requests, placement and wish list
  • Assists Assignments Coordinator with assignment tasks and analyzes vacancies for making judgment calls for placement
  • Provides backup Assignment work when the Assignment Coordinator is not available
  • Creates and uses StarRez reports and dashboards to monitor tasks, collect the data to assist, notify and follow up with students
  • Resolves Housing assignment problems and student issues while working with Housing staff and campus partners for solutions
  • Works with students and Front Desk student staff answering questions about Housing
  • Coordinates room move fair and problem solving with residents and Residence Life Coordinators
  • Updates StarRez software database daily for accuracy and reporting
  • Reviews resident inventories for damages to create billing adjustment forms
  • Coordinates student account adjustment forms, scanning, logging, verifying and submittals to Student Financial Services
  • Oversees the assignment key cabinet inventory, coordinates the entire move-in key encoding and delivery process for students and initiates tasks for move-in process throughout the year
  • Manages the rooms area of StarRez including, but not limited to: the key module, maintenance module, and inventory module

    General administrative assistance and ongoing work coordination for Residence Life
  • Schedules confidential student conduct meetings and process fire reports for all Residence Life Staff
  • Processes Academic Year damage charges
  • Assists as needed in training Residence Life professional and student staff
  • Assists and support department as needed
  • Updates policies and procedures as directed

    Hiring assistance
  • Coordinates hiring paperwork for Residence Life student staff, sets up meetings with new hires, explains recruitment materials including setting up, improving and maintaining sensitive records, scanning and filing systems
  • Attends necessary meetings and trainings as required

    Supports Business Operations
  • Helps set up, organize and staff special events (Move-in, Move-out, Preview, Spring Preview Plus, etc)
  • Presents Housing information to students at information tables, room move fairs, and other events
  • Assists with Emotional Support Animal process working with Associate Director of Business Operations oversight
  • Supports the Business Operations team with administrative support and documentation

    Minimum Qualifications:
    Completion of a high school program, technical/vocational program, or their equivalents combined with two years of related office work experience that has provided the applicant with the knowledge, skills, and abilities listed below.

    Required Knowledge, Skills, and Abilities:
    Thorough Knowledge of:
  • Applicable university infrastructure, policies, and procedures
  • English grammar, punctuation, and spelling
  • Office systems and ability to use and quickly learn new office support technology systems and software packages

    Working Knowledge of:
  • Accounting policies and procedures

  • Strong oral and written communication skills

    Ability to:
  • Independently handle multiple work unit priorities and projects
  • Understand and operate in a variety of organizational structures
  • Apply independently a wide variety of policies and procedures where specific guidelines may not exist
  • Perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections
  • Draft and compose correspondence and standard reports
  • Effectively handle a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature
  • Work with the entire department to resolve issues that affect the operation ensuring good accountability
  • Establish and maintain effective working relationships with staff, students, and faculty from diverse backgrounds
  • Move medium sized boxes weighing approximately 25 pounds and packages utilizing a hand truck

    Preferred Qualifications:
  • Three years of office work and computer experience
  • Working knowledge of Microsoft Office applications including Word and Excel, Google calendar and email, computers, printers, copy machine, laminator, radios and multiple phone lines
  • Demonstrated experience working with a diverse population
  • Experience using StarRez, Onity and Maxient

    Application Instructions
    Application Procedure:
    To apply, qualified candidates must electronically submit the following materials by clicking the "Apply Now" button to the right:

  • Letter of Interest
  • Resume or Curriculum Vitae
  • Contact information for at least three professional references
  • HSU Employment History Form (HSU Employment History Form:

    (NOTE: Download the HSU Employment History Form and save it as a PDF file prior to filling it out. If the form is filled out on line (accessed via a web browser), content WILL NOT be saved).

    Application Deadline: The deadline to submit application materials is 11:59 p.m. on Monday, June 17, 2019. To be notified in the event this recruitment re-opens for a subsequent review of applications, send an email to [email protected] that includes the job number (19-39) and applicant's last name in the subject line of the message.

    Equal Employment Opportunity Statement Humboldt State University is a Title IX/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, protected veteran status, or any other legally protected status.

    HSU is committed to enriching its educational environment and its culture through the diversity of its staff, faculty, and administration. Persons with interest and experience in helping organizations set and achieve goals relative to diversity and inclusion are especially encouraged to apply

    It is the responsibility of the applicant to provide complete and accurate employment information. Evidence of required degree(s), certifications(s), or licenses(s) will be required prior to the appointment date. Incorrect or improperly completed applications will not be considered for vacancies. Any reference in this announcement to required periods of experience or education is full-time activity. Part-time experience or education (or activities only part of which are qualifying) will receive proportionate credit. In accordance with applicable Collective Bargaining Agreements, preference may be given to the campus applicants covered by these agreements. However, positions are open to all interested applicants, both on and off campus, unless otherwise stated.

    A background check (including a criminal records check, employment verification, and education verification) must be completed satisfactorily as a condition of employment with the CSU. Certain positions may also require a credit check, motor vehicle report, and/or fingerprinting through Live Scan service. Adverse findings from a background check may affect the application status of applicants or continued employment of current CSU employees who apply for the position.

    Compliance with the California Child Abuse and Neglect Reporting Act (CANRA) and CSU Executive Order 1083 Revised July 21, 2017 (EO 1083) is a condition of employ-ment. CSU employees in positions with duties that involve regular contact with children or positions which supervise such employees are designated as Mandated Reporters under CANRA and are required to comply with the requirements set forth in EO 1083. Upon appointment to this position, the successful candidate(s) will be notified of and required to acknowledge their CANRA reporting status.

    Additionally, all CSU staff and faculty receive training annually on their obligations in responding to and reporting incidents of sexual harassment and sexual violence. You will be notified by email when you are required to take this mandated training.

    New faculty employees hired by the CSU for the first time who first become CalPERS members on or after July 1, 2017 are subject to a 10-year vesting period for retiree health and dental benefits. Staff employees covered under bargaining agreements 1, 2, 4, 5, 6, 7, 9, 10, C99, E99, M80 and M9 hired by the CSU for the first time who first become CalPERS members on or after July 1, 2018 are subject to a 10-year vesting period for retiree health and dental benefits

    If accommodations need to be made during the recruitment and interview process, please contact Human Resources at (707) 826-3626 or [email protected]

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    Job No:
    Posted: 6/3/2019
    Application Due: 6/18/2019
    Work Type: