Assignments Specialist

High school diploma or equivalent

• Technical knowledge in the field acquired through an apprenticeship, a 2-year degree or professional certificate.
• Experience with student information systems, such as Banner, and housing information systems, such as StarRez.
• Experience in working in customer service and/or with housing operations.

• Considerable knowledge in office practices, procedures and equipment.
• Typing and editing skills with high accuracy.
• Computer skills with the ability to utilize word processing, email, calendar, internet and database programs.
• Ability to manage multiple tasks, organize work and balance time demands well.
• Excellent communication skills and ability to greet and assist residents, visitors and callers with a variety of questions, needs and concerns.
• Maintain confidentiality of office information and records.

• Commit to a University Housing-first philosophy by promoting student success and supporting University Housing, Division of Student Affairs and University of Georgia missions and goals.
• Safeguard the physical security of University Housing facilities, protect sensitive information through adherence to cybersecurity polices and best practices, promptly report any security concerns or incidents, and promote a culture of security awareness to ensure secure on-campus residential communities.
• Embrace an entrepreneurial spirit by sharing opportunities to protect departmental resources and find cost savings.
• Be present and on time for all scheduled work, communicating proactively for unavoidable absences and adhering to policies and procedures for leave requests, as these are crucial for overall productivity, team morale and operational efficiency.
• Provide a positive student experience by being courteous, caring, patient, flexible and working to resolve issues or problems in a timely manner. Collaborate with team members across University Housing, as needed, and communicate issues to supervisors.
• Maintain a positive and productive environment by consistently following department, campus and USG policies and procedures.
• Designated as Essential Personnel Pool (meaning may be asked to report to work) for the purposes of maintaining critical operations during inclement weather or other emergency situations. Employees in this role may be required to report to work when the University is closed or operating under modified conditions.
• The employee will be contacted by their supervisor (or designee) with instructions on when and where to report and what duties will be necessary. Communication will occur via the employee's primary contact information on file (phone, email, or other agreed-upon method).
• The designation of Essential Personnel Pool will be reviewed annually during the performance evaluation period to ensure alignment with operational needs.
• Participate in departmental "all hands-on deck" events (e.g., move-in, move-out, residence hall emergencies).

• Normal office environment.
• Occasionally lift and move items weighing at least 30 pounds.
• Concentrate for extended periods and organize diverse information.

• Serve as the initial point of contact with students, parents, staff, faculty and other stakeholders who arrive to University Housing in-person or contact the department by telephone, email or webchat. Respond or refer stakeholders to appropriate University Housing staff in an effort to answer questions, resolve problems or clarify policy.
• Understand and be able to articulate all assignment and cancellation procedures.
• Compose routine emails/chat communications for current and future students. Maintain communication records and other documentation in accordance to records retention policies.
• Regularly review the departmental website to ensure accuracy of assignments-related information.

• Serve as the lead on (or backup for) various key assignments processes including:
• Emailing communications to students regarding timelines, general information, processes and issues.
• Serving as the records retention coordinator for the Administrative Services and Communications unit.
• Hiring, training and supervising student office assistants, including the review and approval of timecards.
• Coordinating the First Year Live-On Requirement (FYLOR) exemption review process.
• Managing the dependent verification process.
• Managing residency verification.
• Authorizing and scheduling reservations for departmental vehicles, including issuance and collection of keys and vehicle hang tags, as well as ensuring vehicles operationally ready.
• Conducting routine audits for housing registrations, contracts, assignments and miscellaneous charges.
• Placing and removing holds on student records, as necessary.
• Responding to inquiries and creating various reports (e.g., for the U.S. Census Bureau, historical occupancy and rate information).
• Maintaining office supply inventory and overseeing organization of storage closets.
• Managing the residence hall flyer approval and distribution.

• Create, review and update process documentation, including standard operating procedures and policies.
• Serve on departmental and University task forces and committees as needed, as well as participate in other professional development activities.
• Perform other duties as assigned that are consistent with the purpose and scope of this position.