Position Title
Occupancy Coordinator - Housing
Position Overview:
Assist the Assistant Director of Housing Operations in the coordination and completion of projects or improving processes. Provide administrative and technical support such as scheduling, preparing presentations, monitoring timelines and budgets, and act as liaison to various departments and organizations. Communicate any issues, problems, or additional information to leadership/project managers and recommend solutions. Monitor and evaluate project/process activity and report on progress or issues to leadership/project managers.
Department Specific Essential Job Functions:
Serves as the department's primary resource for student retention, administrative communications to students, occupancy and application management, room selection process, room change process, and building access.
Occupancy Management / StarRez software
- Oversee the administrative duties associated with the operation of the room assignments and contracting processes for the Department of Housing and Residence Life. Maintain and update student account records and residency information.
- Responsible for tracking incomplete housing applications and outreach efforts to students to complete.
- Process housing cancellation requests and initiate room inspection and cleaning for vacant spaces.
- Processing applications for Living Learning Communities and managing placements for those communities.
- Along with the Assistant Director of Operations, secure guaranteed room contracts and manage placements for guaranteed room contracts and overfill spaces.
- Oversee the room change request process and bed buyout offers.
- Coordinate and track all emergency housing requests, room changes and relocations.
- Work closely with Disability Support Services department, manage housing accommodations, ESA approvals and registration process.
- Serve as a resource for the front desk to answer questions and provide solutions to students. May assist in covering the front desk periodically as needed. Answer rollover calls and assist in responding to emails or texts from the front desk.
- Maintain internal communication through Microsoft Teams.
- Attend and participate in daily departmental “Coffee Talk” meetings.
Housing Retention
- Work with other campus departments to identify students at risk and connect them to resources and opportunities that support their success at UCO (University of Central Oklahoma).
- Review enrollment information for students. Communicate housing requirements and resources to students.
- Work with Office of Student Advocacy to help housing students become enrolled.
- Reach out to students requesting cancellation to retain and gather feedback. Track cancellation reason responses and share with leadership.
- Manage and track awarded scholarships.
- Reach out to students that are not using their meal plan to identify any other issues or answer any questions/Concerns.
Communication with Residents
- Regularly schedule and send mass messaging to students though email/text for various updates and notices.
- Responsible for managing housing text messaging software including import of data, updating text templates and groups.
- Regularly update digital signage in housing facilities.
- Use Starrez Email Wizard to brand housing email templates.
- Manage the UCO Housing communications calendar. Work with Campus Enterprises Marketing and Residence Life to coordinate communication efforts.
- Coordinate and prepare Housing birthday card distribution.
- Maintain the UCO2Go app, promote use of the app and schedule regular app notifications.
- Manage UCO Housing community platform to connect residents based on interests, halls, organizations and special groups. Facilitate conversation and promote student use of the platform. Check campus event calendars and promote events across campus.
- Create and record audio ads for Rockbot to promote use of dining plans, housing organizations, etc.
Qualifications/Experience Required
Bachelor’s degree in job related field plus 3+ years of work experience or equivalent combination of education and experience.
Qualifications/Experience Preferred
- Advanced Microsoft Excel experience.
- Proven Project Management Skills.
- Previous experience in higher education or university housing management.
Knowledge/Skills/Abilities
Excellent customer service and computer skills. Good communication, public relations, and organizational skills. Ability to interact professionally with students, parents, and others. Regular attendance, teamwork, initiative, dependability, and promptness.
Will this employee supervise others?
No
Physical Demands:
Reasonable accommodation (in accordance with ADA requirements) may be made, upon request, to enable individuals with disabilities to perform essential functions.