UHS Admin Support Coordinator

Cal Poly Pomona•Pomona, CA

4d•$4,198 - $4,544

About The Position

University Housing Services is hiring a full-time, probationary Admin Support Coordinator, classified as Housing Operations Professional I. The department supports residential life, business operations, facilities management, conference services, and information systems; it has an annual operating budget of approximately $30 million, makes $2 million in annual capital improvements, houses more than 2,800 students, and has approximately 50 full-time professional staff and 200 student staff. The anticipated hiring range is $4,198–$4,544 per month. The regular schedule is Monday through Friday, 8:00 a.m.–5:00 p.m., with occasional evenings and weekends for events. The coordinator supports business services and operations, including housing contracts, resident re-contracting, financial transmittals, room assignments, cancellations, refunds, and semester transitions. The role also supports and coordinates appointments for the Director and Assistant Director for Business Services, responds to inquiries with student staff, and leads and trains front desk student assistants. The position handles collection activities for student housing and meal plan fees; coordinates room and mailbox key inventories, audits, requests, and associated charges; and administers card-based access, including encoding, deactivating, and updating cards and maintaining Fitness Express memberships. Additional work includes processing resident cancellations and refunds, reconciling meal plan information and charges, and assisting with summer and winter stayover processes.

Requirements

Education and experience equivalent to a bachelor’s degree in a related field; relevant education and/or experience may substitute for required education on a year-for-year basis.
Foundational knowledge of housing operations and policies.
Ability to analyze and address problems using reasoning and standard practices and procedures.
Demonstrated communication and interpersonal skills to present information clearly and concisely.
Ability to follow guidelines and provide input and feedback as appropriate.
Ability to work independently and as part of a team with a student-service-oriented approach.
Flexibility to adapt to changing priorities and deadlines.
Organizational skills to plan, organize, and prioritize work.
Computer skills and ability to use relevant technology and software packages.

Nice To Haves

Familiarity with housing license agreements and housing business processes.
Experience with housing, student information, access control, or related systems such as StarRez, PeopleSoft, Onity, CBORD, or comparable systems.
Experience supporting student housing, student services, accounts receivable, or other high-volume customer service operations.
Experience providing lead work direction or training to student employees.

Responsibilities

Support the administrative team with annual contracting, resident re-contracting, financial transmittals, room assignments, cancellations and refunds, and transitions between semesters.
Support and coordinate appointment schedules for the Director and Assistant Director for Business Services.
Complete special projects as needed, including assisting with annual summer and winter stayover processes.
Work with student staff to respond to inquiries received by email, phone, voicemail, and office visits.
Lead and direct front desk student assistants in daily assignments; train them to communicate policies and regulations.
Coordinate collection activities for student housing and meal plan fees, including tracking payments, developing payment plans, monitoring accounts, contacting students, preparing outstanding receivables reports, and preparing Three Day Notice to Quit letters for non-payment.
Work with Financial Aid and Student Financial Services to track expected aid and payment issues.
Maintain and audit room and mailbox key inventories; process lost or stolen key requests; coordinate lockset changes and new keys; contact students about key exchanges; track and reconcile charges; and manage year-end and summer key transitions and audits.
Coordinate with the campus Facilities Key Shop and Housing Facilities Department on key and lockset requests, audits, and core rotations.
Use computer-based access card systems to track access and expiration dates; encode cards for new residents; deactivate and replace cards; coordinate semester downloads; update doors using a mobile unit; and provide security reports.
Issue Fitness Express access cards to staff, faculty, and non-resident students; accept and process payments; and maintain the membership database.
Receive and process resident cancellation requests, verify contractual reasons and documentation, maintain cancellation records including prorated charges and termination dates, reconcile meal plan charges, and process refunds with Financial Services.
Assist with downloading meal plan data from Foundation Services into StarRez; verify meal plans; request cancellations and temporary freezes for non-payment; track changes and reinstatements; and conduct monthly audits.