Coor, Housing Services & Operations

This role is fully in person (not hybrid or remote).

 

 

GENERAL STATEMENT OF JOB

The Coordinator of Housing Operations and Residential Services coordinates the

administrative, occupancy, facilities-service, and residential support functions of Housing

and Residence Life. Reporting to the Director, the Coordinator administers housing

assignments and records, monitors occupancy and vacancies, coordinates facilities

requests and operational readiness, and supports accurate housing-related billing and

access controls. The position partners with Admissions, Student Accounts, Financial Aid,

Facilities, Public Safety, Accessibility Services, and residence life staff to provide

responsive, equitable, and efficient housing services that support student success and

retention. The Coordinator is responsible for assigned operational processes, not direct

oversight of residential education or student conduct adjudication.

Essential Duties and Responsibilities

 

1. Housing Assignments and Occupancy Management

• Coordinate housing applications, assignments, room changes, cancellations,

waitlists, and special housing requests in accordance with approved policies.

• Maintain accurate room inventory, capacity, availability, resident rosters, and

occupancy status.

• Reconcile assignments with enrollment and student status changes in partnership

with relevant campus offices.

• Prepare weekly occupancy and vacancy dashboards during peak periods and

routine reports otherwise; identify trends, exceptions, and opportunities to

improve space utilization.

• Support assignment communications for new, returning, and transfer students and

coordinate approved accommodations with Accessibility Services without

independently determining eligibility.

2. Housing Operations, Transitions, and Customer Service

• Coordinate operational timelines and logistics for opening, move-in, room

changes, breaks, closing, and move-out, including check-in/check-out

documentation.

• Maintain clear student-facing information about deadlines, procedures,

agreements, rates, and available services.

• Respond promptly and professionally to routine housing inquiries and escalate

complex, sensitive, or safety-related matters to the appropriate official.

• Support early arrivals, late departures, temporary relocations, and other approved

exceptions.

• Maintain written standard operating procedures and train staff on assigned

processes.

3. Facilities Coordination and Residential Readiness

• Serve as the primary administrative liaison with Facilities for routine residence

hall maintenance requests.

• Maintain a centralized work-order log with priority, submission date, status,

responsible office, escalation, and completion verification.

• Coordinate scheduled inspections of common areas and rooms with residence life

and Facilities staff, documenting safety, cleanliness, furnishings, and repair needs.

• Track readiness for opening and occupancy, support preventive maintenance

planning, and provide the Director with recurring unresolved-issue reports.

• Refer emergency or imminent safety hazards immediately through established

University protocols; do not undertake technical repairs outside the position’s

qualifications. 

4. Housing Records, Billing, and Access Controls

• Maintain accurate housing applications, agreements, assignments, room-condition

reports, damage records, and related documentation in approved systems.

• Coordinate housing charges, credits, cancellation adjustments, and damage billing

documentation with Student Accounts and Finance; verify source data but do not

independently authorize financial adjustments beyond delegated authority.

• Coordinate key issuance, returns, inventories, and access permissions with

authorized campus offices, including periodic audits and follow-up on

discrepancies.

• Protect student information and follow University records retention and

confidentiality requirements.

5. Assessment, Compliance, and Continuous Improvement

• Develop and maintain operational metrics for occupancy, assignment accuracy,

response times, outstanding work orders, billing discrepancies, move-in readiness,

and student-service satisfaction.

• Analyze data and recommend process improvements to the Director.

• Maintain documentation supporting housing policy compliance, inspections,

incident referral, and operational audits.

• Coordinate with Public Safety and residence life leadership on emergency

communications and operational response as directed; refer conduct matters to

designated officials.

• Participate in budget preparation by identifying facilities, supplies, and

operational needs and tracking assigned expenditures.

6. Collaboration and Other Responsibilities

• Work collaboratively with Residence Hall Coordinators and Resident Assistants

to obtain accurate operational information, address housing service issues, and

deliver consistent communication.

• Support orientation (Golden Bull Academy – GBA), recruitment, and retention

initiatives (i.e. Registration Blitz, Move the Herd, Summer Bridge, Financial

Clearance, etc.) related to housing.

• Attend departmental and campus meetings; perform related duties consistent with

the position’s scope as assigned.

Required Qualifications

• Bachelor’s degree in higher education administration, student affairs, business

administration, or a related field.

• Three years of progressively responsible experience in housing operations,

residence life, student services, or a related administrative function, including at

least two years of relevant housing/residential or comparable operations

experience.

• Demonstrated ability to manage complex records, spreadsheets, reporting,

deadlines, dashboards, and sensitive student information. Strong customer service,

written communication, analytical, organizational, and collaborative problemsolving skills.

• Ability to work occasional evenings and weekends during opening, closing, and

urgent operational periods.

Preferred Qualifications

• Experience administering student housing management systems and integrating

housing data with student information or billing systems; familiarity with Ellucian

Colleague, Banner, StarRez, or comparable applications.

• Experience with occupancy forecasting, facilities work-order systems, access/key

controls, housing billing reconciliation, process improvement, and operational

dashboards.

• Experience developing standard operating procedures and training staff.

Working Conditions and Expectations

• Primarily office-based work with regular walking through residence halls and

occasional extended standing during housing transitions.

• Must be able to respond appropriately to urgent housing operational issues and

follow established emergency procedures.

• Reasonable accommodations may be provided to enable qualified individuals to

perform essential functions.

• The University will determine position classification, compensation, and any

additional employment requirements through Human Resources.

Suggested Performance Measures (to be finalized annually)

• Housing assignment and roster accuracy; weekly occupancy reporting completed

on schedule; timely follow-up and closure verification of work orders;

documented room and common-area inspections; completion of move-in

readiness milestones; key and access inventory reconciliation; housing billing

discrepancy resolution; and student service responsiveness/satisfaction.

• Baselines and annual targets will be established with the Director rather than

presumed in the job description.