Administrator for Housing Services and Assignments

Stony Brook University•Stony Brook, NY

2d•$60,000

About The Position

The Administrator for Housing Services and Assignments plays an essential role in supporting Campus Residences by coordinating housing service operations and assignment processes, while providing thoughtful, high-quality guidance to students, families, and campus partners. Reporting to the Systems Analyst and Administrative Manager, this position acts as a central resource and liaison for the department, providing accurate information and timely guidance through a strong understanding of housing requirements, agreement options, application steps, and general campus housing policies. The Administrator evaluates and applies housing policies to individual student situations, ensuring clear, consistent, and student-focused communication. The role also coordinates housing system operations and assignment workflows, resolves application issues, ensures data integrity, and identifies opportunities to streamline processes and enhance system functionality. The Administrator serves as a centralized contact and coordination resource for Campus Residences, overseeing the intake and resolution of inquiries and ensuring students and families receive accurate, timely guidance. This position assesses the nature and complexity of inquiries, determines appropriate resolutions, and coordinates responses across systems and campus partners. By accessing student records in university databases, the Administrator advises students on housing options, requirements, and processes, ensuring information is accurate and aligned with institutional policies. This role requires a strong working knowledge of housing occupancy guidelines, agreement types, and application processes, along with a broad understanding of Campus Residences policies. Through this expertise, the Administrator supports informed decision-making, effective communication, and the continuous improvement of housing operations, contributing to a positive experience for students, families, staff, and campus partners.

Requirements

Bachelor's degree (foreign equivalent or higher).
Two (2) years of full-time professional customer service or administrative experience.
Experience providing direct customer service, including handling sensitive or escalated situations.

Nice To Haves

Bachelor's degree (foreign equivalent or higher) in Business, Organizational Management or a related field.
Supervisory experience (student supervision may be considered).
Experience with a phone call system.
Database management experience.
Knowledge of FERPA and higher education data privacy standards.

Responsibilities

Support the Campus Residences Welcome Center by assisting students, parents, and families with housing-related questions, resources, and services for incoming, current, and former undergraduate and graduate students.
Assess inquiries, identify individual needs, and deliver accurate housing information using housing management systems and university records.
Collaborate with leadership and team members to address a wide range of questions and ensure timely, consistent communication.
Maintain broad, nuanced knowledge of housing occupancy requirements, agreement types, application processes, and Campus Residences policies to deliver accurate, timely information.
Research and resolve first-level housing concerns; make appropriate referrals when necessary.
Maintain positive, sensitive, and timely communication with students, families, Residential Education staff, Athletics, Accessibility Services, SASC, and other stakeholders.
Initiate mass email communications to various populations directly from our housing database, StarRez.
Coordinating housing assignments for all student populations (first-year, returning, exchange, graduate, special programs, etc.), ensuring accuracy and fairness.
Support the integrity of resident housing data, including billing, cancellations, occupancy, and records shared with Admissions, PeopleSoft, and other systems.
Generate occupancy and demand reports to support Housing leadership's decision-making.
Assist with placement during emergencies, relocations, and accommodations (ESA and accessibility needs).
Be fluent in StarRez housing software and assist with housing operations as needed.
Serve as a testing user for system updates and new processes.
Troubleshoot and resolve application concerns by impersonating student accounts to replicate issues.
Provide feedback to the Systems Analyst & Administrative Manager and other staff on system improvements and updates.
Supervise and assist student staff when the Housing Administrator is unavailable and during peak call times.
Support departmental communications by serving as the backup responder for shared departmental email inboxes.
Provide administrative support to the Housing Administration team, including scheduling, communications, and documentation related to housing operations.
Manage and maintain operational resources, including office supplies, contact lists, and shared resources.
Work closely with internal and external partners (Admissions, Student Support Team, Athletics, Accessibility, SASC, Residential Education) to support coordinated housing operations.
Contribute to the Division of Student Affairs and Stony Brook University by attending and/or supporting events, activities, and programs sponsored by areas outside of your individual unit/department (i.e., campus-wide traditions, events, programs, etc.).
Participate in opportunities that promote your learning, growth, and development (i.e., classes, training, committees, webinars, etc.). Contribute to the Division of Student Affairs and Stony Brook University by attending and/or supporting events, activities, and programs sponsored by areas outside of your individual unit/department (i.e., campus-wide traditions, events, programs, etc.).
Other duties or projects as assigned as appropriate to rank and departmental mission.