The Coordinator for University Housing is primarily responsible for customer care of residential students and the physical environment that houses approximately 4,000 students in 43 buildings. This position will ensure that there is a smooth interface between procedures and people, taking into account the live reality of students. This individual must be able to prioritize and orchestrate logical progressions among project steps, sensitively negotiate and communicate plans and changes, and facilitate adaptations on the spot to plans when unforeseen factors necessitate change. In addition, the coordinator will provide administrative and financial support.
ESSENTIAL FUNCTIONS
Coordinate, prioritize, and integrate projects and processes that impact students and workers in the residence. Act as the primary liaison to internal and external constituents, students, university departments, vendors, and contractors. Contact students and others involved on a proactive basis to ensure clear understanding of housing projects and their impact on individuals and other processes or projects. Examples of processes include furniture delivery, small-scale renovations, student emergency relocation, medically-necessary air conditioner installation, and space transition. (10%)
Receive, seek, and address situations in which plans have not progressed as expected and have caused concern or barriers to completing planned projects. Make immediate contact in the case of emergency maintenance situations. Coordinate deliveries, services, maintenance, repairs, and replacement of equipment within the residential facilities as required or directed. (10%)
Provide past spending data and forecasted spending patterns to expense and revenue forecasts, annual operating budgets and five-year operating budgets, and the management of various major maintenance and capital projects. Ensure payment and accurate record keeping for outstanding bills for capital and maintenance projects under the purview of the residential facilities staff. Communicate with vendors and other university offices in the preparation of and follow-up on bids, price quotes, contracts and purchasing of materials and supplies. (10%)
Track expenses due to vandalism and ensure completion of insurance, billing, and/or police reports. Coordinate uniform purchases and clothing allowances for full time maintenance staff and summer student staff. Make travel, lodging and conference arrangements for the residential facilities staff. Track, reconcile and prepare monthly reports using PeopleSoft and Excel. (10%)
Monitor approved major maintenance and capital projects specific to residential buildings in conjunction with the director of facilities services and the executive director of housing and facilitate regular project meetings to include the appropriate department representatives. (10%)
Track and maintain a schedule of preventative maintenance activities and replacement schedules not limited to flooring, paint, furniture, and appliances. (10%)
Purchase furniture for the residential facilities. Recommend furniture project parameters, such as quantity, quality, timing, and projected costs to project planners. Work with vendor(s) on pricing, availability, and estimated delivery for assigned projects; submit RFP if necessary. Assist the division of student affairs staff with furniture selection by providing examples of fabrics, styles, and options available. Coordinate furniture delivery, assemble, and quality control with vendors and users. (10%)
Collaborate with facility and residence life personnel when proposing residential environment enhancement projects. (10%)
Create and maintain individual residential building and space profiles detailing furniture purchase records, maintenance, upgrades, and asbestos testing. Use current condition data to inform the creation of a multi-year cyclical improvement plan. Work with the assistant director for housing operations in providing direction to the student assistants in keeping the furniture inventory current. (9%)
Work with staff members who live in university-provided apartments to coordinate move in, move out, and regular staff apartment maintenance information. Provide them with apartment descriptions and amenities prior to arrival and coordinate the implementation of choices in furnishing. Ensure a smooth transition into and out of staff apartments. At departure, inspect and coordinate billing, repair, and cleaning of staff apartments. (9%)
NONESSENTIAL FUNCTIONS
Coordinate special guest housing with the director of residence life and director of housing. (1%)
Perform other duties as assigned. (1%)
CONTACTS
Department: Daily contact with the Manager of Business and Finance, Assistant Director for Housing Operations, Coordinator for Housing Operations, Associate Director for Housing, Residential Facilities Assistants, Residential Facilities Utility Workers, Assistant Director for Programs and Services, Area Office Department Assistants, student employees and the full time residential community. Periodic contact with the Director of University Housing, the Director of Residence Life, the Director of Greek Life and Director of Facilities Services.
University: Daily contact with Facilities Services Customer Service; Facilities Services Grounds; Campus Services; Environmental Safety Services; Dining Services; Director of Finance for Student Affairs, Security; Access Services; Office of Disability Resources and Student Affairs Information Technology Services. Frequent or periodic contact with staff at all levels in Purchasing, Campus Services, Parking and Transportation, Undergraduate Studies and Undergraduate Admissions.
External: Frequent contact with parents, families and associates of the residential student community, commuter students; vendors and contractors.
Students: Daily contact with students.
SUPERVISORY RESPONSIBILITY
None
QUALIFICATIONS
Education and Experience: High school and 6 years of office administrative services is required; or Associate’s degree and 4 years of related experience; or Bachelor’s degree and no related experience. Work experience related to the field of higher education preferable. Administrative assistant experience in the field of higher education is desirable.
REQUIRED SKILLS
Excellent interpersonal, written, and verbal communication skills. Ability to interact with colleagues, supervisors, and customers face to face.
Ability to meet consistent attendance.
Exceptional customer service skills a must.
Organizational skills
Effectively listen and ascertain the needs of customers is required.
Experience with person computer operation is required.
Experience with university administrative policies and procedures is preferred.
WORKING CONDITIONS
Typical office conditions. Some weekend and evening hours are required.
Diversity Statement
In employment, as in education, Case Western Reserve University is committed to Equal Opportunity and Diversity. Women, veterans, members of underrepresented minority groups, and individuals with disabilities are encouraged to apply.
.
Reasonable Accommodations
Case Western Reserve University provides reasonable accommodations to applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the Office of Equity at 216-368-3066 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicant will be made on a case-by-case basis.
.
COVID Vaccination
Case Western Reserve University has implemented a COVID Vaccination policy requiring evidence of COVID-19 vaccination for all students, faculty and staff with an on-campus presence. Religious and medical exemptions may be provided in accordance with applicable federal and state laws. For more information go to: https://case.edu/equity/covid-19-accommodations. Applicants may contact the Office of Equity at 216-368-3066 /equity@case.edu for information regarding religious or medical exemptions as an accommodation.
