Assignments Coordinator

Bachelor's degree in a related field or equivalent

• Bachelor's degree in field appropriate to area of assignments and one year of administrative and appropriate program experience; or five years of progressively responsible administrative and appropriate program experience; or any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved.
• Experience with student information systems, such as Banner, and housing information systems, such as StarRez.
• Experience overseeing customer service operations.

• Attention to detail and the ability to understand, accurately interpret information and develop appropriate recommendations.
• Proven ability to work and communicate professionally and effectively with a large variety of constituents including university administrators, employees and other stakeholders verbally, in person and via email.
• Proven ability to balance multiple tasks, set priorities and resolve issues quickly.
• Exercise independent judgement and initiative in completing work assignments and demonstrated ability to follow through on tasks.
• Excellent leadership skills that promote success.
• Very capable with Microsoft Office suite - particularly Excel - and the ability to learn other department and university systems (e.g., StarRez and time keeping systems).
• Skilled at preparing clear and concise reports.

• 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 lead on (or back-up for) significant assignments processes including
  
  
  • Set schedules and build processes for housing registration, room selection, no-show/occupancy reporting and room change processes and contract cancellations for FY students, returning students and graduate students for fall, spring and summer assignments.
  • Set schedule and build processes for summer conference registration, contracting and assignments including meeting with summer guests to review contract and expectations.
  • Work with the assistant director to prepare space projections and set up room configurations guided by those projections.
  • In coordination with the assistant director for academic initiatives and student leadership, manage assignments for various campus partners including LLC groups, the Disability Resource Center and Athletics.
  • Be familiar with and provide feedback for existing MOUs with partner groups and assist in the development, review and implementation of MOUs for partners without one.
  • Create and distribute transition reports for student moves during semester and summer changes.
  • Serve as the primary liaison with the community offices in order to facilitate assignments changes for mid-semester student staff changes or emergency room changes.
  • In collaboration with the assistant director, communicate regularly with the community offices to ensure smooth, efficient processes for residents, including the room changes, contract cancellations, double-as-private offers and other assignments-related processes.
  • Coordinate the semester transition processes and manage all assignments changes in that transition. Create timeline for all processes and communicate to all stakeholders.
  
  
  
  
  

• Lead initiatives in reviewing, evaluating and building assignments processes.
• Collaborate with internal and external stakeholders on various processes and messaging.
• Lead a selection of assignments processes (see process management) and develop and test solutions to improve business processes.
• Mentor new staff and support all staff to ensure office operations and protocols are as seamless for students as possible.

• Prepare numerous complex reports on office operations, utilizing resources such as the housing database and Microsoft Excel, as directed by the assistant director or the associate director for assignments and contracts.
• Demonstrate a high level of proficiency in using all software, student system and web-based applications used in the Housing Assignments Office.
• Respond to inquiries requiring interpretations of assignments-related policies, processes and procedures. Problem solve and attempt to resolve stakeholder questions and concerns and refer individuals to other appropriate persons when applicable. Serve as a resource to other housing staff on assignments procedures.
• Create and update documentation of processes to include into the standard operating procedures for the department.
• Provide training of functional area to other members of the Assignments Office. Participate in cross training from other staff. Offer training to housing staff members in other units in University Housing related to the assignments process