Assignments Coordinator (Administrative Support Coordinator II) - Housing, Dining & Conference Services (514609)

  • Cal State University (CSU) San Francisco
  • San Francisco, California
  • May 26, 2022
Full Time Administration and Management Clerical and Administrative Support Housing Public Health

Job Description

Description:

Working Title

Assignments Coordinator

SF State University

San Francisco State is an Equal Opportunity Employer and does not discriminate against persons on the basis of race, religion, color, ancestry, age, disability, genetic information, gender, gender identity, gender expression, marital status, medical condition, National origin, sex, sexual orientation, covered veteran status, or any other protected status. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting the Senior Human Resources Manager.

Applicants may visit titleix.sfsu.edu for more information on SF State's policy prohibiting discrimination, and how to file an online report using the procedures under Executive Order 1096 Revised. Inquiries can be directed to the campus Title IX Coordinator and Discrimination, Harassment, and Retaliation Administrator by calling (415) 338-2032 or emailing vpsaem@sfsu.edu.

San Francisco State is a 100% Smoke/Vapor-Free Campus. Smoking or Vaping of any tobacco/plant-based substance is not permitted on any University properties.

The person holding this position may be considered a "mandated reporter" under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.

This position may be a "designated position" in the California State University's Conflict of Interest Code. The successful candidate accepting this position may be required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.

Department

Housing, Dining & Conference Services (HDCS)

Appointment Type

This is a one-year probationary position.

Time Base

Full-Time (1.0)

Work Schedule

Monday through Friday; from 8:00am to 5:00pm

Anticipated Hiring Range

$4,000.00 to $4,334.00 per month ($48,000.00 to $52,008.00 annually)

Salary is commensurate with experience.

Position Summary

Under the general supervision of the Student Housing Program Assignments Specialist, the incumbent is responsible for all functions related to entering, tracking, and organizing Housing, Dining & Conference Services' (HDCS) housing bed space applications and resident data information. This information will be made available to HDCS staff through reports and reporting tools in the StarRez database. This position will process data information includes housing applications, License Agreements, wait list information, room assignments and changes, move-ins, moving-outs or any type of required relocations and other residential information as assigned. Incumbent will be required to visually check units and bed spaces for move-in readiness.

Position Information

PROCESS DATA
  • Process new and returning housing bed space applications; maintain application database.
  • Make contact with individual applicants to ensure proper completion of application process.
  • Verify student's enrollment status and financial eligibility at the University and clear discrepancies.

COORDINATION AND COMMUNCATION OF DATA
  • Enter and process all returning residents' data, new incoming residents and summer license agreements throughout the academic year and summer semester.
  • Assist in creating and maintaining wait list information.
  • Assis in sending general and community announcements to residents by email as approved by the manager.

ROOM ASSIGNMENTS
  • Assist in maintaining the room assignment process, including individual and group room assignments and preference information, move-in, room changes, and Intent to Vacate (ITV) process.
  • Create and send reports to ResLife, Facilities and other University campus partners as needed.
  • Maintain occupancy data and assist in room configuration setup.

SPECIAL PROJECTS AND REPORTS
  • Assist in coordinating, organizing data and participating during campus outreach events.
  • Assist in creating and maintaining applicant, licensee, resident, and occupancy reports and statistics.


Minimum Qualifications

Fully functional knowledge of and skill in standard office procedures and practices, as well as an ability to understand and operate in a variety of organizational structures. Additionally, incumbents are expected to have a thorough knowledge of English grammar, spelling, and punctuation and be able to clearly communicate orally and in writing. Some positions may require a knowledge of business mathematics beyond basic arithmetic. The ability to use and quickly learn new office support technology systems and software packages is also a prerequisite.

These entry qualifications would normally be obtained through a high school program, technical/vocational program, or their equivalents combined with several years of related office work experience.
  • Comprehensive and detailed knowledge of the university infrastructure, policies, and procedures.
  • Thorough mastery of English grammar, punctuation, and spelling.
  • Expertise in using office software packages, technology, and systems.
  • Ability to interpret and apply policies and procedures independently, and use judgment and discretion to act when precedents do not exist.
  • Ability to troubleshoot most office administration problems and respond to all inquiries and requests related to work area.
  • Ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas.
  • Ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions.
  • Ability to perform business math, analyze budgetary data, and make accurate projections requiring some inference.
  • Ability to effectively write and present own reports.
  • Ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations.
  • Ability to use negotiation and persuasion skills to achieve results and expedite projects.


Preferred Qualifications
  • Experience working with databases, specifically with StarRez or other Student Housing programs.
  • Proficient in Microsoft Office (Word, Excel, Outlook...).
  • Experience working Adobe Acrobat and DocuSign.
  • Working knowledge of university policies and procedures.


Environmental/Physical/Special

Ability to lift up to 30 pounds (moving files boxes). Ability to travel across campus and throughout the housing communities. Ability to concentrate and work in a noisy, fast paced environment. May be required to work on weekends, evenings, overtime, call back and/or holidays. Work schedule may change depending on the needs of the organization. Position may require to carry an issued mobile phone and answer calls. In case of an emergency, the position is deemed an essential personnel.

Pre-Employment Requirements

This position requires the successful completion of a background check.

Eligibility to Work

Applicants must be able to provide proof of US Citizenship or authorization to work in the United States, within three business days from their date of hire.

Benefits

Threaded through our Total Compensation package is a commitment to Bridging Life's Transitions. SF State is committed to providing our employees with a comprehensive program that rewards efforts that are appreciated by your colleagues, students and the customers we serve.

We offer a competitive compensation package that includes Medical, Dental, Vision, Pension, 401k, Healthcare Savings Account, Life Insurance, Disability Insurance, Vacation and Sick Leave as well as State Holidays and a dynamic Fee Waiver program, all geared towards the University's commitment to attract, motivate and retain our employee.

Employment Requirement

CSU requires faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process should be prepared to comply with this requirement. The systemwide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to hr@campus.edu.

CSUEU Position (For CSUEU Positions Only)

Eligible and qualified on-campus applicants, currently in bargaining units 2, 5, 7, and 9 are given hiring preference.

Additional Information

SF STATE IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (i.e. H1-B VISAS).

Thank you for your interest in employment with California State University (CSU). CSU is a state entity whose business operations reside within the State of California. Because of this, CSU prohibits hiring employees to perform CSU-related work outside of California with very limited exception. While this position may be eligible for occasional telework, all work is expected to be performed in the state of California, and this position is assigned to on-campus operations.

The Human Resources office is open Mondays through Fridays from 8 a.m. to 5 p.m., and can be reached at (415) 338-1872.

Please note that this position, position requirements, application deadline and/or any other component of this position is subject to change or cancellation at any time.

Closing Date/Time: Open until filled

Remote-eligible (Remote work is a type of flexible working arrangement that allows an employee to work from remote location)

No

Job Address

San Francisco, California 94132 United States View Map