Position Information: Description

The Assignments Coordinator, Apartments, provides administrative support to the Assistant Director, Housing Operations in administering the apartment assignment operational process.  The Assignments Coordinator will serve as a primary point of contact for students, faculty, staff, parents and university constituents regarding on-campus housing and dining options; providing interpretation of policies, providing clear and concise explanation of application and contracting information as well as providing excellent customer service in addressing general inquiries. Utilizing specialized housing software, imaging system, web-based and other administrative systems, the Assignments Coordinator will have primary responsibility for processing housing assignment requests, change requests, waiting lists, cancellations, payments/billing information and related administrative tasks.  The Assignments Coordinator for apartments will work primarily with assignment and cancellation requests related to university owned/operated apartment, guest, and faculty housing units. This position requires excellent interpersonal and time management skills, well-developed technical skills, attention to detail, and the ability to problem-solve.

Duties & Responsibilities

• Manage the assignment process in Housing Management Software as well as ancillary systems for new and continuing students, faculty/staff, or other guests, ensuring all policies and eligibility criteria are met
• Manage the online process for applications in Housing Management Software or ancillary systems
• Track and report housing application data of prospective students
• Assist in the coordination of apartment check-in / check-out processing
• Manage the waiting lists, enter applications, and contract information, and process cancellation requests
• Process data entered in assignment systems to merge and generate letters and initiate billing (assignments, leases, etc.)
• Review and process requests received for transfers, primary lease-holder change, co-leaseholder additions, etc.
• Maintain student confidentiality under FERPA guidelines
• Auditing processes and outputs as specified to ensure correct results
• Assist with mass billing and miscellaneous billings for other processes
• Serve as a referral agent, providing knowledgeable, correct information about Housing processes, services, departmental contacts, as well as fielding general inquiries about campus and community resources.
• Communicate by email/letter with students, parents, and campus departments.
• Provide excellent customer service in meeting, greeting, and responding to customer queries via phone, email, fax, and/or in-office visit, in a courteous and timely manner
• Greets and maintains high levels of customer services addressing callers, students, parents, guests, co-workers, and University personnel in a friendly and helpful manner
• Follow up with students, parents, and others as necessary to resolve assignment related issues
• Represent Housing at university recruiting and orientation programs; serve as a resource answering questions related to assignments, leasing, housing eligibility and general services
• Interpret sometimes complex policies and procedures to customers to aid in their understanding of options, responsibilities. procedures, as applicable
• Assist in training others performing the same or similar duties
• Serve as a backup for other assignments and/or receptionist staff

Required Competencies

• Knowledge of basic accounting, mathematical calculations, database administration
• Experience with Microsoft Suite (word processing, spreadsheet applications and software, mail-merge, document formatting, editing, applying spreadsheet formulas, etc.)
• Proficient computer use
• Ability to manage multiple projects and details simultaneously
• Excellent time-management skills and ability to prioritize workflow to ensure timely completion of essential tasks
• Excellent interpersonal, teamwork, written and verbal communication skills

Minimum Requirements

• Associates Degree or completion of specialized certification in administrative support, office support/technology or related training
• 1-year full-time experience working in an office setting, providing excellent customer service to a wide variety of constituents
• Must submit a cover letter specific to this position and resume
• Successful completion of criminal history records check.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the US and to complete the required employment eligibility verification form upon hire.

This position does not support visa sponsorship for continued employment.

Preferred Qualifications

• Experience providing administrative support in a university setting
• Experience with PeopleSoft, Adirondack – THD (Housing Software)
• Experience managing a complex database system
• Experience auditing processes or outputs

Minimum Hiring Salary/Position Classification

$38,000 Annual, Full-Time, Benefited, Non-Exempt

Work Schedule/Start DateMonday – Friday, 8:00 a.m. – 4:30 p.m.

May require occasional work outside normal business hours.

Benefits

Includes single or family health care coverage (premiums paid for by the university), basic life insurance, EAP, retirement plan, tuition waiver, annual and sick leave. Optional benefits available: supplemental life, dental, vision, flexible spending account, supplemental retirement plans.

To Apply

For full consideration, all application materials must be fully submitted by 11:59PM on the closing date.

Additional Information

To find out why living and working in Greater Grand Forks is way cooler, check out Grand Forks is Cooler.

All information listed in this position announcement will be used by Human Resources, the Hiring Department, and EO/Title IX for screening, interviewing and selection purposes.

Confidentiality of Application Materials

Pursuant to NDCC 44-04-18.27, applications and any records related to the applications that identify an applicant are confidential, except records related to the finalists of the position, which are open to the public after the search committee has identified the top three finalists who will be invited to campus.

EEO Statement

The University of North Dakota is an Affirmative Action/Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or other protected characteristic. Women, minorities, veterans, individuals with disabilities, and members of other underrepresented groups are especially encouraged to apply. Applicants are invited to provide information regarding their gender, race and/or ethnicity, veteran’s status and disability status as part of the application process. This information will remain confidential and separate from your application.

Veteran’s Preference

Veterans claiming preference must submit all proof of eligibility by the closing date. Proof of eligibility includes a DD-214 or NGB 22 and if claiming disabled status, a current letter of disability from the VA dated within the last 12 months.

Clery Statement

In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the University of North Dakota publishes an Annual Security and Fire Safety Report. The report includes the university’s policies, procedures, and programs concerning safety and security, as well as three years’ of crime statistics for our campus. As a prospective employee, you are entitled to a copy of this report. The report and statistical data can be found online at UND.edu. You may also request a paper copy of the report from the UND Police Department located at 3851 Campus Road, Grand Forks, ND, 58202.