Administrative Coordinator

Administrative Coordinator

The Administrative Coordinator for Housing Services is a 12-month administrative position reporting to the Associate Director of Housing Services. The position provides administrative and organizational support which is critical work for the success of our residential community. This position maintains student records, prepares reports, manages the website, assists with housing application processes, and supports educational, programmatic, and safety initiatives in collaboration with other offices.

Additionally, the position utilizes customer service and communication skills while responding to phone calls, emails, social media, and walk-ins from various constituents (e.g. students, parents, alumni, colleagues, contractors and vendors).

Position Number: S79970

This position is a Grade: 7 - 37.5 with an approximate salary range of $37,190-$44,640 and is subject to change based on experience, skills and qualifications.

Key Responsibilities

* Acts as a primary resource for students and families by explaining essential office procedures, ranging from housing selection and room changes to daily services like laundry and maintenance requests.

* Assists in the development and distribution of key informational materials, such as the Welcome Home Guide and housing brochures, to ensure the campus community is well-informed.

* Manages administrative workflows by processing data from digital notifications and proactively following up with students to ensure housing protocols are completed on time.

* Serves as the primary point of contact by managing department emails and calls, coordinating various digital calendars, and handling all incoming mail and equipment maintenance.

* Manages the full purchasing lifecycle, from inventory tracking and ordering supplies via University systems to processing payments, deposits, and budget re-allocations through the Bursar and Accounts Payable.

* Facilitates office efficiency by overseeing technology upgrades and e-waste disposal, while actively supporting the hiring and recruitment needs for various Auxiliary Services departments.

* Configures core semester parameters, including rates, room types, and meal plans within the housing database and manages the transition of physical records into digital logs.

* Generates vital semester reports such as rosters and room changes while coordinating the administrative side of housing transitions, including early arrivals, break housing, and end-of-semester checkout procedures.

* Oversees the entire lifecycle of residential access by managing key distribution, tracking temporary cards, and enforcing student accountability for protocols while coordinating dining hall entry for non-residents.

* Serves as the primary liaison between Maintenance, Life Safety, and janitorial services to manage building inspections, fire system testing, and vacant space turnovers, while documenting violations and incident reports through systems like Maxient.

* Optimizes departmental efficiency by managing and updating diverse digital platforms and administrative tools, including Drupal web pages, Qualtrics surveys, Google Drive, Banner databases, and Docu Sign workflows, to ensure accurate information delivery and streamlined data processing.

* Synchronizes housing and dining timelines with key campus partners, such as the Bursar, Registrar, and Dean of Students while coordinating with the Health Center and Admissions to manage student eligibility and recruitment.

* Serves as the primary liaison for external vendors to resolve issues with laundry, vending, pest control, and PPL utilities, while also managing the repair of CBord access equipment.

* Manages the full lifecycle of meal plan billing, oversees affiliated housing eligibility for South Side Commons, and maintains compliance with external entities like the U.S. Census Department.

Qualifications

* High School Diploma or GED;
Bachelor's Degree preferred

* Three to five years of related work experience

* Strong written and verbal communication skills for interacting with students, staff, and vendors

* Customer service orientation with ability to handle inquiries professionally and…