Assignments Coordinator

The California State University; San Jose (CA); On-site; USD 47,787 - 50,711; Full time

Benefits offered by this job

Comprehensive benefits package

Health, dental, and vision insurance

Job summary

The California State University seeks a Housing Operations Professional I in San Jose to manage resident account assignments, coordinate housing processes, and support administrative functions related to housing and parking.

Qualifications include a bachelor's degree and administrative work experience. The role involves independent judgment, excellent communication skills, and the ability to handle customer inquiries effectively.

This position offers a competitive salary range of $4,282/month – $4,544/month and comprehensive benefits.

Qualifications

• Ability to act as primary information source for staff members.
• Experience with administrative work involving analysis and evaluation.
• Ability to maintain confidentiality and handle sensitive communications.

Responsibilities

• Coordinate residence hall and apartment assignment processes.
• Assist with the planning and implementation of the annual Returning Resident process.
• Perform manual room assignments for residents, faculty, and staff.

Skills

Excellent written and verbal communication skills

Knowledge of financial aid processes

Ability to analyze data

Knowledge of database software

Ability to handle customer contact

Education

Bachelor's degree or equivalent training

Tools

Database systems

Job description

Performs duties under general supervision but works independently to maintain the assignment aspect of resident accounts, including processing manual and automated assignments, administering processes to address retention and recruitment of residents, and otherwise supporting the administrative functions for housing assignments as well as housing managed parking areas.

Key Responsibilities

• Coordinates residence hall and apartment, and Faculty/Staff assignment processes for on and off campus buildings.
• Assists with overall planning, coordination and implementation of the annual Returning Resident process.
• Coordinates daily returning resident sign‑ups during the month‑long process.
• Performs automated and manual room assignments of student residents, faculty and staff, para‑professional staff members, live‑in staff members, interns and guests.
• Provides space availability to Conference Services for space allocation.
• Coordinates and performs room changes, collaborating with Residential Life staff to complete them.
• Provides monthly updated rosters to UHS staff and UPD.
• Coordinates and performs all parking bookings and changes for all Housing parking areas.
• Coordinates and monitors all waiting‑list addendums for current residents.
• Responds to student and parent inquiries regarding assignment information, concerns, room changes, parking, and waiting‑list information.
• Maintains records on Housing database to ensure maximum occupancy of residential facilities.
• Maintains assignment‑related components (room booking, parking, meal plan) of the resident management database that holds accounts for over 5,000 residents.
• Distributes permits to residents and communicates with residents on status.
• Works with the Senior Assistant Director for Residential Administrative Services and the IT Database Administrator to maintain room configurations for all housing rooms in the database.
• Oversees and coordinates student assistants, including hiring, training, supervision and evaluation.

Knowledge, Skills & Abilities

• Comprehensive knowledge of procedures and practices; excellent English grammar, business writing, punctuation and spelling.
• Working knowledge and understanding of Federal and State Financial Aid processes that affect Housing residents.
• Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques.
• Knowledge of word processing, spreadsheets, database software and computerized accounting systems.
• Demonstrated ability to perform complex tasks involving independent judgment, accuracy and speed.
• Ability to learn, understand, interpret and apply policies, procedures and regulations in specific situations.
• Ability to act as primary information source for staff members in the functional unit.
• Excellent written and verbal communication skills.
• Ability to handle a high degree of customer contact involving potentially emotional or controversial issues and to deal with conflict in a collections setting while maintaining perspective.
• Ability to clearly answer questions and explain procedures and policies to students and the public in an efficient and courteous manner, applying judgment, discretion and initiative in performing a variety of tasks.
• Ability to train others on new skills and procedures and provide work‑lead direction.
• Ability to maintain confidentiality and appropriately handle sensitive communications with employees and external agencies.
• Ability to be flexible to changes, frequent interruptions, and manage multiple tasks at one time.
• Knowledge in operations and systems analysis, statistical and research methods, and the ability to interpret and evaluate results to develop sound conclusions and recommend new or revised policies.
• Ability to perform complex tasks involving independent judgment and to plan, coordinate and initiate actions necessary to implement administrative or group decisions or recommendations.
• Ability to communicate with constituents in a professional and respectful manner.

Required Qualifications

• A bachelor's degree and/or equivalent training.
• Administrative work experience involving study, analysis and/or evaluation leading to the development or improvement of administrative policies, procedures, practices or programs.

Preferred Qualifications

• Bachelor’s Degree in Education, Business Administration or a related field.
• Experience coordinating an administrative process.
• Experience working with a database system.
• Experience working in an educational or residential setting.
• Customer service experience.

Compensation

Classification: Housing Operations Professional I

Anticipated Hiring Range: $4,282/month – $4,544/month (Step 2 – Step 5)

CSU Salary Range: $4,198/month – $6,115/month (Step 1 – Step 20)

San José State University offers employees a comprehensive benefits package typically worth 30–35% of your base salary. Benefits include health, dental, vision, life insurance, retirement plans, paid time off and other employee services.

Background Check

Satisfactory completion of a background check, including a criminal record check and verification of employment and education, is required for employment. Additional checks (e.g., motor vehicle or credit) may be required for certain positions.

Equal Employment Statement

San José State University is an equal opportunity employer. The university prohibits discrimination based on age, ancestry, caste, color, disability, ethnicity, gender, gender expression, gender identity, genetic information, marital status, medical condition, military status, nationality, race, religion, religious creed, sex, sexual orientation, sex stereotype, and veteran status. This policy applies to all San José State University students, faculty, and staff, as well as university programs and activities. Title IX of the Education Amendments of 1972, and certain other federal and state laws, prohibit discrimination on the basis of sex in all education programs and activities operated by the university (both on and off campus). Reasonable accommodation is made for applicants with disabilities who self‑disclose. San José State University employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.