Department Assistant , University Housing

Responsibilities

• Ensure consistent and reliable customer service delivery during peak operational and 24/7 transition periods for residential area office. Recruit, hire, train, and evaluate a varied team of student customer service assistants; design and facilitate comprehensive training sessions on university policies, customer service, and technical skills; and manage complex staff scheduling to ensure consistent and reliable service delivery. (20%)
• Maintain accounting/ bookkeeping records for office services and guest housing programs. Execute and verify financial transactions for office services and guest housing programs, confirming payments and recording data in housing management software, while reconciling daily financial records and performing data analysis and regular audits of office accounts, inventories, and service transactions to ensure compliance with university fiscal policies. Coordinate the procurement of office supplies and residential materials, monitoring inventory levels and tracking expenditures against the area budget.
  
  (20%)
• Process confidential information. Oversee the coordination, organization, audits, and distribution of residential, master, and access keys, maintain rigorous security protocols for tracking and retrieval. (13%)
• Direct high-volume mail and package distribution systems for over 5,000 residents in accordance with federal guidelines and established departmental procedures. (13%)
• Coordinate the area office logistics for residential move‑in, move‑out, and break housing, specifically managing the systematic execution of check‑in and check‑out procedures, the verification of occupancy status within the housing database, and the administrative oversight of front‑desk transition workflows. (10%)
• Act as a source of communication and coordination for Residence Life staff regarding administrative housing functions, ensuring seamless alignment on operational policies, procedural updates, and departmental expectations to maintain an integrated residential enterprise. (8%)
• Manage the reservation database and logistical coordination for residential multi‑purpose rooms, serving as the primary liaison for campus community requests. (8%)
• Initiate and follow‑up on professional correspondence and confidential information related to student and guest housing needs, service concerns, and behavioral issues, ensuring all interactions are handled with extreme discretion, empathy, respect, and a warm, practical tone. (8%)

Perform other duties as assigned. (