Housing Assignments Coordinator

Case Western Reserve University; Cleveland (OH); Hybrid; USD 24,000 - 33,000; Full time

Benefits offered by this job

Healthcare package

Tuition assistance

Paid time off

Winter recess

Job summary

Case Western Reserve University is seeking a Housing Assignments Coordinator to manage housing assignment administration for a large student population. You will handle new, returning, and summer housing, ensure accuracy in records, and coordinate with many campus offices to meet diverse needs.

You will also oversee census activities, respond to inquiries, and help develop web resources and training for staff, while supporting move-in/out operations and special accommodations.

Qualifications

• 1 to 3 years of full-time experience, preferably in housing, residence life or a similar environment.
• Bachelor's degree required. Master's degree preferred in related fields.
• Excellent interpersonal, customer service, and conflict management skills.
• Organizational skills and ability to complete tasks and projects in a timely manner.
• Proficiency with Microsoft Word and Excel; ability to use database systems.
• Excellent business English skills; clear, concise communication.
• Ability to learn and utilize varying technologies; maintain confidentiality per FERPA guidelines.
• Willingness to learn and work with AI tools and technologies.

Responsibilities

• Manage daily housing assignment operations for 4,000+ students in residence halls and apartment buildings.
• Maintain the housing assignment database and student billing; recommend technology upgrades.
• Conduct census each semester for occupancy projections and audits.
• Coordinate with multiple offices to meet ADA and housing needs.
• Respond to complex inquiries from students, parents, and staff.
• Develop and maintain the departmental website and marketing materials.
• Provide departmental staff training on housing processes and policies.
• Oversee university-wide move-in/move-out and summer housing.

Skills

Interpersonal skills

Customer service

Conflict resolution

Organizational skills

Listening

Education

Bachelor's degree

Master's degree preferred

Tools

MS Word

MS Excel

Database systems

Job description

Case Western Reserve University is committed to providing a transparent estimate of the salary for this position at the time of its posting. The starting wage rate is $20.68 per hour, depending on qualifications, experience, department budgets, and industry data.

Employees receive more than just a paycheck. University employees enjoy a comprehensive benefits package that includes excellent healthcare, retirement plans, tuition assistance, paid time off, and a winter recess.

POSITION OBJECTIVE

The Housing Assignments Coordinator is responsible for the management of housing assignment administration. The coordinator will utilize a developmental, intentional, and comprehensive approach when creating and evaluating procedures and communications for the residential communities. Additional responsibilities include coordination of central office operations, housing procedures, and customer service initiatives. The coordinator is expected to provide exceptional service to students, parents, and the Case Western Reserve University community.

Essential Functions

• Manage the daily operations of housing assignment administration for 4,000+ students in residence halls and apartment buildings, including new student assignments (first year, transfer and exchange students), returning student assignments (room selection and manual assignments), summer housing, special accommodations (medical/ADA accommodations, religious accommodations, special programs), waitlist offers/assignments, and temporary student housing, in coordination with the assistant director. Help design and implement various housing application and selection processes. (20%)
• Maintain the housing assignment database system with up to date, accurate room designations and student record changes. Responsible for student billing process related to room charges and credits, cancellation fees, early arrivals, and late departure requests. Make recommendations about future technology upgrades and enhancements for use in the housing assignment and room selection processes. Review and determine housing release requests. Ensure that all factors are considered, established guidelines are followed, and fair/consistent decisions are made. Update students¿ housing eligibility, approved accommodations, and approved animals within the database system. (16%)
• Conduct a timely and accurate census of the resident population at the beginning of each academic semester, for occupancy projections and university audit of room charges. Research and analyze occupancy, usage; identify trends, projections and forecasting needs in report form for management usage. (15%)
• Establish and maintain working relationships with the following offices related to housing assignments, billing questions, and programs: Residential Living and Learning, Equity, First Year Experience, Student Advancement, Undergraduate Studies, Disability Resources, International Student Services, Real Estate/Triangle Management, Co-operative Education, Study Abroad, Financial Aid, Auxiliary Services, and Student Financial Services. Determine the appropriate student housing accommodation to meet the Americans with Disabilities Act (ADA) based upon the recommendation from the office of Disability Resources. Take appropriate action for students with special circumstances (e.g., Junior Year Abroad, Cooperative Education, Professional Practicum, Washington Semester, International Exchange students, transfer students, students under academic action, medical accommodations, religious accommodations, enrollment or financial conflicts, etc.). (10%)
• Respond and research complex email and phone inquiries from students, parents, families, campus partners, and external constituents in order to clarify policies, procedures and billing questions. (10%)
• Develop and maintain the departmental website related to assignment procedures and operations. Create and coordinate information, programs, and resources for prospective first-year and transfer students, parents and families via admissions and the First Year Experience office. Create marketing materials and newsletters for all break periods, assignment processes and department operations. (6%)
• Develop and implement departmental training for all levels of staff ¿ professional, clerical, service, graduate and undergraduate ¿ on the housing assignment process, policies and procedures. Serve as consultant with Residential Living and Learning staff in the mediation and resolution of roommate conflicts. Provide expert input about housing assignment policies and procedures in consultation with the assistant director for occupancy and the associate director of university housing. (6%)
• Responsible for the university-wide student move-in and move-out, transition periods and summer housing, coordinating with appropriate offices, external entities and volunteers. Oversee requests for early arrivals, late departures, and special requests, including university athletic groups and new students for orientation events. (6%)

Nonessential Functions

• Work with the Office of Auxiliary Services in the administration of meal plan access and billing for students. (5%)
• Review and revise departmental policies and procedures in coordination with the assistant director and associate director to reflect new technology/software updates and ongoing assessment results. (5%)
• Perform other duties as assigned. (1%)

CONTACTS

Department: Daily contact with the Associate Director, Assistant Directors, Manager for Customer Service and Department Assistants for University Housing. Regular contact with the Director of University Housing and other departmental full-time, graduate, and undergraduate staff to exchange information.

University: Regular contact with Co-Directors and Residential Community Directors in Residential Living and Learning, Undergraduate Studies, International Student Services, Financial Aid, Disability Resources, Equity, Student Advancement, First Year Experience, Admissions, Co-op Office, Study Abroad, U-Tech, Housing Facility Services, Office of Student Affairs, and other Campus Services departments (Access Services, Auxiliary Services, Real Estate/Triangle Management). Periodic contact with staff at all levels in Registrar's Office, Undergraduate Studies, and Student Financial Services to exchange information.

External: Regular contact with parents and families of prospective and current students to exchange information.

Students: Daily interaction with undergraduate student employees. Daily customer service interaction with students to exchange information.

Supervisory Responsibilities

Provide secondary supervision to 2 to 3 central office undergraduate student assistants.

Qualifications

Experience: 1 to 3 years of full-time experience, preferably in housing, residence life or a similar type of fast-paced and complex business environment required.

Education: Bachelor's degree required. Master's degree preferred in Student Development, Higher Education Administration, Business Administration or related fields.

Required Skills

• Excellent interpersonal, customer service, and conflict management skills. Must demonstrate a keen customer service orientation and the ability to collaborate with students, faculty, staff, and outside constituents in the planning and execution of processes.
• Organizational skills and ability to complete tasks and projects in a timely manner.
• Ability to effectively listen and ascertain the needs of customers.
• Comprehensive working knowledge of Microsoft applications (word, excel) and database computer programs.
• Excellent business English skills (clear, concise, consistent messaging to multiple parties)
• Demonstrated ability to learn and utilize varying technologies.
• Ability to maintain confidentiality and handle sensitive material with a high degree of discretion as well as abiding by FERPA guidelines.
• Ability to demonstrate successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest.
• Ability to meet consistent attendance.
• Ability to interact with colleagues, supervisors, and customers face to face.
• Willingness to learn and work with Artificial Intelligence (AI) tools and technologies.

WORKING CONDITIONS

General office conditions. Some weekend and evening hours are required.

This position is eligible for hybrid work arrangement up to two remote days per week at the discretion of the department. New employees may begin a hybrid schedule upon approval from the supervisor, successful completion of an orientation period and signing the remote work checklist certification form.

Case Western Reserve University is an equal opportunity employer. All applicants are protected under federal and state laws and university policy from discrimination based on race, color, religion, sex, sexual orientation, gender identity or expression, national or ethnic origin, protected veteran status, disability, age and genetic information.

Case Western Reserve University complies with the Americans with Disabilities Act regarding reasonable accommodations for applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the CWRU Office of Equity at 216-368-3066 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicants will be made on a case-by-case basis.