Residence Services Coordinator

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  • Job Number:521813
  • Classification:Administrative Generalist 4
  • Grade:Grade 77
  • Work type:On Campus, Staff Full-time
  • Administrative Unit:University of Alaska Southeast
  • School/Business unit:Student Services
  • Location:Juneau
  • Categories: Administrative/Personnel, Business/Accounting/Finance, Office/Clerical, Other

Position Summary:

The University of Alaska Southeast (UAS) Residence Life Team is seeking a Residence Services Coordinator to oversee the day-to-day desk and administrative services, provide ongoing maintenance and upkeep of our software systems, and assist with training and management of student paraprofessional staff. Residence Life is committed to providing a living environment that focuses on academic success. We do this by creating and maintaining comfortable homes for our students, through policies and procedures that encourage learning and studies, and by implementing programs and events that challenge our residents to reflect upon their growth. We strongly encourage women, minorities, individuals with disabilities, and veterans to apply.

Duties:

1-50%Administrative & Desk Services Coordinator: Coordinate management of the student housing application pool by ensuring proper communication with prospective residents regarding their application status, ensuring collection of immunizations, and finalizing student housing residency files upon move-in. Coordinate and audit charges and credits for Housing Residents, including meal plans, monthly and semesterly housing charges, and incidental cleaning, damage, and fees. Ensure accuracy between student housing software (The Housing Director) and BANNER for all charges and credits. Verify meal plan amount and conditions with the Admin Services Department. Collaborate with Admin Services to reconcile the exact dollar amount to be paid to UAS Dining Services based on the conditions of the mandatory meal plan. Work with the Business and Cashier Office to ensure timely billing and collection of student charges. Monitor and reconcile the housing deposits that are received, forfeited, and refunded through the Cashier's Office. Maintain door access for housing residents and staff. Manage the collection and retention of residential student immunization records. Ensure student compliance with immunization requirements. Manage immunization exemption requests. Compose correspondence, memorandums, revise forms and prepare analytical and statistical housing reports. Retain and store housing records for seven years. Monitor and follow-up with students that are in noncompliance with terms related to the student housing contract including current immunizations, monitoring of student grade point average, number of credits students are maintaining and nonpayment of housing fees. Ensure proper documentation is completed and filed appropriately in the event that it is requested by Statewide Legal Counsel. Assist with staffing the Housing Lodge Desk. Provide leadership and training for student staff at the Housing Lodge desk in collaboration with other Residence Life professional staff. Create and maintain process documents for housing administration that serve as a resource for employees. Provide on-the-job and ongoing training for all desk staff.Essential
2-30%Software Maintenance: Provide ongoing maintenance and upkeep for Housing software systems - primarily Adirondack’s Housing Director and Notion. Serve as the departmental representative in regular Statewide meetings to problem solve and improve Adirondack Solutions Software, working with the Director of Residence Life to make final decisions. Maintain Adirondack controls and permissions for UAS users. Provide initial and ongoing training to all Residence Life staff for proper usage of Housing Director and Notion. Coordinate setup of terms, housing applications, supplemental contracts, departmental electronic forms, mail merge communications, roommate selection, and room selection processes. Coordinate with the business office to ensure proper maintenance and configuration of billing setup in the Housing Director. Properly archive data from Housing Director and Notion. Maintain and create saved reports for use by all Residence life staff.Essential
3-10%Daily Deposits and Purchase Reconciliation: Complete daily revenue transmittal for all Residence Life registers in Housing and Dining and submit to the Bursar’s office for cashiering. Hold a procurement card for the Residence Life department and serve as the primary departmental purchaser and purchase reconciler. Maintain soft-ledger budget documents for regular review by the Campus Life Budget Manager, Director of Residence Life, and Dean of Students.Essential
4-10%Guest Services Small Stays: Serve as the primary point of contact for individual small stay requests (4 or less guests) within university guest housing. Manage reservation requests, determine placement, and provide confirmation and regular email updates to guests. Generate quotes, invoices, billing, and ensure payments are collected or appropriately added to UA student billing accounts. Work closely with the Guest Services Coordinator to ensure proper website maintenance, guest records, and procedures are kept up to date.Essential
Knowledge, Skills, Abilities:
  • Knowledge of applicable federal, state, and institutional laws, rules and regulations related to student housing.
  • Knowledge of basic contracts.
  • Advance budget and fiscal skills.
  • Ability to perform event coordination.
  • Ability to work effectively in a fast paced environment.
  • Demonstrated ability to lead and/or supervise others.
Typical Experience:
  • Three years progressively responsible office/administrative experience, or an equivalent combination of training and experience.
  • Previous experience working for a Higher Education institution residence life department is preferred.
  • Previous experience working successfully with people of diverse cultural and ethnic backgrounds is preferred.
Required Education or Training:
  • High School graduation and three years progressively responsible office/administrative experience, or an equivalent combination of training and experience.
  • A Bachelor’s degree in a related field is preferred.
  • Previous experience working for a Higher Education institution residence life department is preferred.
  • Previous experience working successfully with people of diverse cultural and ethnic backgrounds is preferred.
  • Must have and always maintain a valid Driver's License.
Salary Information:

This is a full-time, 12-month, non-exempt staff position complete with both a competitive salary and full employee benefits package. New hires will be placed on the UA staff salary schedule, Grade 77, based on education and experience.

Special Instructions to Applicants:

This recruitment is open until filled with the initial application review taking place on October 3rd, 2022. To ensure your application is considered, apply by 11:55 pm Alaska Standard Time, 10/2/2022.

Applications must include a resume, cover letter, and contact information for three references. 

Located in the ancestral homeland of the Tlingit, Haida, and Tsimshian peoples, the University of Alaska Southeast (UAS) is fully committed to advancing the education and research aspirations of Indigenous peoples and is committed to ongoing work toward decolonization. These efforts are reflected in our UAS programs and formal community partnerships across our three campuses and throughout all of Southeast Alaska.

As a public, regional, comprehensive university, UAS is committed to building a culturally diverse and inclusive organization and strongly encourages women, minorities, individuals with disabilities, and veterans to apply.  All interested persons should apply online. 

*To be eligible for this position, applicants must be legally authorized to work in the United States without restriction.  Applicants who now or may in the future require visa sponsorship to work in the United States are not eligible.


The University of Alaska (UA) is responsible for providing reasonable accommodations to individuals with disabilities throughout the applicant screening process. If you need assistance in completing this application or during any phase of the interview process, please contact UA Human Resources by phone at 907-450-8200.


UA is an AA/EO employer and educational institution and prohibits illegal discrimination against any individual: www.alaska.edu/nondiscrimination


The successful applicant is required to complete a background check. Any offer of employment is contingent on the background check.


Your application for employment with the University of Alaska is subject to public disclosure under the Alaska Public Records Act.


If you have any questions regarding this position, please contact University of Alaska HR at 907-450-8200.

Advertised: Alaskan Daylight Time
Applications close:

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