Housing Coordinator - Customer Service Specialist Intermediate

Housing Coordinator - Customer Service Specialist

This position exists to coordinate all aspects of the room assignment process, including room changes, meal plans, billing, cancellations, as well as provide customer service for the department.

Responsibilities:

• Supervise the processing of all room and board application and contracts. Make room assignments for all students living on campus; authorize and facilitate room changes. Approve and process all room cancellations and fill vacancies from waiting lists and inform affected departments. Process meal plan changes for on-campus meal plans. Work with Learning Community residents to ensure they are coded correctly. Assign Learning Community students to appropriate floors and assist during Soar with such coding. Verify enrollment and keep up to date on card access. Ensure room assignments, room and meal changes, cancellations will be processed in a timely and accurate manner. Correct use of building, room and meal codes and ensure that accurate and timely billing students occurs with minimal corrective work for other departments dependent on our information, and no loss of revenue to our department. Returning students will be registered in an efficient, customer-friendly manner. Hall configurations will meet anticipated need and community preferences of the next year's occupants.
• Provide communication and customer service to current and prospective students. Advise students, office staff, faculty, parents and community members on policies and procedures of the Housing and Residential Life Department, exercising independent judgment on procedural questions. Maintain primary response position relative to housing e-mail, housing@mnstate.edu and Ask MSUM through Oracle technology. Answer questions as required by letter, over the phone, e-mail, or in person. Necessary knowledge includes all aspects of the Housing & Dining Contract, cancellation forms, room change forms, meal plan change forms, and billing procedures. Maintain good public relations with students, parents and university personnel as well as with businesses and members of the larger Fargo/Moorhead community. Provide housing tours as requested.
• Provide business operations for the department. Purchase order and requisition process; ISRS; student payroll processing and set-up. Verify student billing in StarRez to include meal plans, room rates adding/removing students. Collaborate with Business Office on preventing and correcting any billing problems, non-registered students, etc. Process/Review contracts as needed. i.e. Excalibur, College Services (lofts); Order office supplies. Review weekly the room rate mismatch reports. Provide student payroll support and process all paperwork and hours for department.
• Be able to collect data and prepare various reports and surveys to assist the Director in making projections and preparing budgets. Ensure reports prepared from data provided or collected will be accurate and useful to the Director for planning and evaluation purposes.
• Perform other duties as assigned to ensure the smooth functioning of the department and maintain the reputation of the organization as a viable business partner. Manage Housing Office support functions and maintain supplies inventory. Attend department work group meetings with other appropriate staff to help coordinate work of Housing Office with other aspects of the department and help identify/resolve problems that may arise. Ensure the office will function efficiently, staff will be assigned appropriate tasks and office functions will mesh with other affected operations. Ensure housing services will be coordinated with other departments. Materials necessary for the hall desks and Housing Office will be available when needed. Ensure persons with appropriate knowledge and ability to provide quality customer service and information will appropriately staff the Office. Ensure the information provided to public and customers will be accurate and consistent.

Salary Range: $20.76 - $27.53 hourly $43,347 - $57,483 annually

Minimum Qualifications: A working knowledge of modern office procedures, an ability to maintain effective working relationships with the public and other employees is essential. The technical skills required are those associated with clerical positions, specifically to include skills with PC and Microsoft Office/Windows software (Word, Excel and Access). Human relations skills necessary to deal effectively with a wide variety of personality types. Must have the ability to apply and explain pertinent policies and procedures; must have considerable knowledge of business English, spelling, and basic mathematics and the ability to do highly difficult and responsible clerical work without supervision. Incumbent must be able to train others in these procedures and accurately convey accurate information. Incumbent needs to be able to coach other staff, coordinate work tasks and functions and supervise student workers.

Preferred Qualification: Have a knowledge of departmental programs, operations, facilities and policies. Ability to use various housing-related software is vital to accomplishing housing's functions.

Other Requirements: Sitting, standing, lifting, extensive keyboard work, and limited travel. Must be able to lift/carry equipment and materials occasionally.