Assignments Coordinator

Job Summary

Performs duties under general supervision of the Senior Director, University Housing, 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 signs up during 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, and collaborates with Residential Life staff to complete room changes.
• 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 and concerns.
• Maintains records on Housing database to insure maximum occupancy of residential facilities.
• Maintains assignments related components (room booking, parking, meal plan) of the resident management database which hold 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 housing database.
• Oversees and coordinates student assistants, including hiring, training, supervision and evaluation.

Knowledge, Skills & Abilities

• Comprehensive knowledge of procedures and practices; 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, spreadsheet, 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 functional unit.
• Excellent written and verbal communication skills.
• Ability to handle a high degree of customer contact surrounding potentially emotional/controversial issues and deal with conflict in a collections setting while maintaining a sense of perspective.
• Ability to clearly answer questions and explain procedures and policies to students and the public in an efficient and courteous manner, apply 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 ability 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: Administrative Analyst/Specialist - Non-Exempt
Anticipated Hiring Range: $3,694/month - $4,494/month
CSU Salary Range: $3,694/month - $7,131/month

San Jose State University offers employees a comprehensive benefits package typically worth 30-35% of your base salary. For more information on programs available, please see the Employee Benefits Summary.

Application Procedure

Click Apply Now to complete the SJSU Online Employment Application and attach the following documents:

• Resume
• Letter of Interest

All applicants must apply within the specified application period: August 12, 2024 through August 26, 2024. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.

Contact Information

University Personnel
jobs@sjsu.edu
408-924-2252

CSU Vaccination Policy

The CSU strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications and comply with other safety measures established by each campus. The system wide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to jobs@sjsu.edu.

Additional Information

Satisfactory completion of a background check (including a criminal records check) is required for employment. SJSU will issue a contingent offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was offered the position on a contingent basis.

The standard background check includes: criminal check, employment and education verification. Depending on the position, a motor vehicle and/or credit check may be required. All background checks are conducted through the university's third party vendor, Accurate Background. Some positions may also require fingerprinting. SJSU will pay all costs associated with this procedure. Evidence of required degree(s) or certification(s) will be required at time of hire.

SJSU IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (e.g. H1-B VISAS)

All San Jose 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. Incumbent is also required to promptly report any knowledge of a possible Title IX related incident to the Title IX Office or report any discrimination, harassment, and/or retaliation to the Office of Equal Opportunity.

Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act and Campus Housing Fire Safety Notification:

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Annual Security Report (ASR) is also now available for viewing at https://www.sjsu.edu/clery/docs/SJSU-Annual-Security-Report.pdf. The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and Sexual Assault prevention information, and information about drug and alcohol prevention programming. The ASR also contains statistics of Clery crimes for San Jose State University locations for the three most recent calendar years. A paper copy of the ASR is available upon request by contacting the Office of the Clery Director by phone at 408-924-1501 or by email at clerycompliance@sjsu.edu.

Pursuant to the Higher Education Opportunity Act, the Annual Fire Safety Report (AFSR) is also available for viewing at https://www.sjsu.edu/clery/docs/SJSU-Annual-Fire-Safety-Report.pdf. The purpose of this report is to disclose statistics for fires that occurred within SJSU on-campus housing facilities for the three most recent calendar years, and to distribute fire safety policies and procedures intended to promote safety on Campus. A paper copy of the AFSR is available upon request by contacting the Housing Office by phone at 408-795-5600 or by email at uhs-frontdesk@sjsu.edu.

Campus Security Authority - In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act) and CSU systemwide policy, this position is subject to ongoing review for designation as a Campus Security Authority. Individuals that are designated as Campus Security Authorities are required to immediately report Clery incidents to the institution and complete Clery Act training as determined by the university Clery Director.

Equal Employment Statement

San Jose State University (SJSU) is an Equal Opportunity/Affirmative Action employer committed to nondiscrimination on the basis of age, ancestry, citizenship status, color, creed, disability, ethnicity, gender, genetic information, marital status, medical condition, national origin, race, religion or lack thereof, sex, sexual orientation, transgender, or protected veteran status consistent with applicable federal and state laws. This policy applies to all SJSU students, faculty and staff 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).