Department of Human Resources
OPSEU Job Description
Job Title:
Job Number:
NOC:
Band:
Department:
Supervisor Title:
Residence Assignments Coordinator
A-163
1224
6
Housing Services
Director, Housing Services
Last Reviewed:
November 30, 2010
Job Purpose
Under the direction of the Manager of Housing Services, the Residence Assignments Coordinator will provide students with a space in residence. Responsible for all residence
assignments including but not limited to reviewing all residence applications for accuracy of
information, medical or other special concerns, assigning students based on policy and
procedures. The incumbent will manage an information database to store all student residence
applications, student records, create and maintain all hard copies of student files, review all
residence applications, assign students to residence, and correspond with students, parents and
university personnel regarding prices and policies for residence and residence assignments.
Process assignments, cancellations and other assignment-related requests. This position is a
high stress position which requires direct contact with students and parents. The handling of
money and all credits are done through this position. Manage operational functions for
residences such as key distribution and collection, reporting and following up on lost keys,
housekeeping, and move requests. Participate in the overall planning and wellbeing of the
residence system and provide input in the development of policies and procedures.
Participation in task forces, and group goal planning and objective setting
Key Activities
1. Manage and coordinate all room assignments and changes in the residences and
communicate/resolve problems in accordance with established procedures.
2. Co-ordinates all correspondence with students via e-mail, phone and in person
regarding residence assignments, prices, availability and general questions regarding
residence to ensure that students get accurate, up-to-date information. Primary point of
contact for all inquiries for residence at Trent. Meets with students and/or parents for a
variety of reasons including but not limited to requests for changes in residence or meal
status, off campus housing issues, and/or being the first contact for a student bringing a
personal crisis to the attention of the university. Coordinates residence portion of move
in day with staff, student volunteers, ISW, CRLCs, and other departments. Co-ordinate
with the Office of the Registrar for withdrawals, rescinded offers, and communications.
Job Number: A-163
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Last updated: November 30, 2010
3. Communicate with College Residence Life Coordinators, student Dons, Security,
Physical Resources, Trent International Program and outside vendors in order to provide
appropriate information regarding student assignment in the residences. Coordinate
with ISW for residence rooms and keys for ISW staff as well as Conference Services for
early arrivals and late stays. Co-ordinates with the Trent International Program to
facilitate WUSC, HOSEI and other international student in residence, including but not
limited to meal plan billing, application assistance, assignment issues.
4. Provide primary input and feedback for the creation of, troubleshooting, development,
assessment of needs and usage of the online Housing Services Application system.
Manages the accuracy of information contained in residence databases by creating
tables, queries, forms, reports in Access, Excel as well as running scripts from DATASET
in order to have a user friendly source of information for everyone in the Housing
Office. Maintain occupancy databases and datasheets. Compile data and statistics as
requested.
5. Manage information of all student residence applications, student records, create and
maintain all hard copies of student files, including but not limited to meal plan change
request, billing, credits, keys, damage reports, medical requests, and room change
requests. Maintains, creates and manages official student records for Housing Services,
including but not limited to permanent files, as well as import of data for ERezLife.
6. Receive and deposit residence application fees, residence deposits, Wallis Hall
Apartments rental fees and Off Campus Housing Payments. This also includes deposit
refunds and the records for these refunds.
7. Co-ordinates assignments for Wallis Hall Apartments including overseeing the creation
and maintenance of the accurate database of rentals, rent, track rental payments, and
receive payments.
8. Creation and distribution of promotional materials and advertising including but not
limited to the web and brochures to ensure the apartments are full to capacity.
9. Supervises Part- time (Fall/Winter) and Full Time (Summer) Student Off Campus Housing
Assistant and Part- Time Student (Fall/Winter) and Full Time (Summer)student assistant
by hiring, training, assigning tasks and scheduling work to ensure that all employees are
consistent with policies and procedures in the office.
10. Processes withdrawals, lost keys, room changes, charges, and meal plan changes to
ensure the safety and happiness of the students in residence, as well as providing
accurate student account records. .Responsible for ensuring safety and security of the
residence keys including but not limited to accurate accountability for all residence keys,
liaising with Locksmith for lost keys, key and replacement, billing for lost keys and lock
replacement.
11. Management of the Axiom Swipe Key system for Housing Services including but not
limited to input and creation of new swipe keys, programming of swipe keys for new
students, and programming of lost swipe keys. Responsible for the billing of lost swipe
keys.
12. Co-ordinates the updating and management of the Trent University web pages for
Housing Services.
13. Responsible for providing and creating advertising materials for communications to
students, including but not limited to Housing Brochure, as well as liaise with Registrar’s
Office for Next Steps Brochure, View book, and other related materials. Assist with the
marketing of on-campus spaces to students using dynamic and professional
communications and design schemes.
Job Number: A-163
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Last updated: November 30, 2010
14. Co-ordinates with Aramark food Services for meal plan billing, assigning, charges and
changes. Responsible for meal plan audits and delegating audit materials appropriately.
15. Other duties as required
Analytical Reasoning
Indicate degree of complexity or difficulty of thinking and reasoning required by the job. Provide a
relevant work example that is typical of roles and responsibilities of the job (i.e. not an occasional duty).
Decision Making
Indicate the degree of freedom to exercise initiative or act independently in making day- to-day decisions.
Provide a relevant work example that is typical of roles and responsibilities of the job (i.e. not an
occasional duty).
Impact
Indicate the impact or consequence to the department or University of typical actions or decisions taken by
the job incumbent. Provide a relevant work example that is typical of roles and responsibilities of the job
(i.e. not an occasional duty).
Education
General University Degree (3 year).
Experience Required
Indicate the minimum months or years of learning time required to obtain sufficient general knowledge of
the work section or unit activities and sufficient practical knowledge. Also indicate the skills and attributes
required to perform the duties of the position (e.g., level of computing proficiency, organizational skills,
customer service skills, etc.). This should reflect the requirements of the position and not the experience of
the incumbent or any individual.
1.
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9.
Two years of directly-related experience
Superior skills working with Microsoft Access, Excel, Publisher, PowerPoint, Word;
database design experience an asset.
Understanding of Freedom of Information and Protection of Privacy Act and
implementation.
High degree of accuracy, efficiency, skills in proof reading; patience with auditing
and repeated review of details.
Good communication skills; experience in customer service and dealing with
difficult customers.
Demonstrated ability to work independently and as part of a team.
Supervisory experience and/or office management experience is an asset.
Ability and willingness to do public presentations.
Understanding of the residence experience for students.
Job Number: A-163
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Last updated: November 30, 2010
Responsibility for the Work of Others
Indicate whether the incumbent is directly or indirectly responsible for the work of others. Provide the title
of the position(s) as well as an example of how the incumbent is responsible for the work of others on a
daily basis. Specifically, indicate whether the position has responsibility for hiring and supervision of
student workers.
Direct Responsibility
Student Employees
Indirect Responsibility
N/A
Communication
Indicate the title(s) of individuals internal and external to the University that the incumbent communicates
with on a regular basis. Provide a brief description of the purpose for communicating with these
individuals.
Internal
External
Motor/ Sensory Skills
Indicate the level of proficiency or precision in motor or sensory skills required by the job. Examples
include but are not limited to: small/large movement to operate machinery; coordinated movement;
equilibrium to maintain balance; dexterity to grasp, move, assemble objects or operate equipment;
hearing, sight, touch, smell, taste. Provide a brief description of tasks performed that require
motor/sensory skills.
Effort
Indicate the physical and/or mental demands of the position in the ordinary course of performing the role.
Examples include but are not limited to: lifting, moving, carrying, pushing/pulling, reaching, kneeling,
remaining motionless, sustained concentration or focus. Provide a brief description of the tasks
performed that are physically and/or mentally demanding.
Mental
Physical
Working Conditions
Job Number: A-163
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Last updated: November 30, 2010
Indicate any physical and psychological conditions of the position that make the job unpleasant,
disagreeable and/or hazardous to health and well-being. Describe the nature, frequency and duration of
exposure.
Physical
Psychological
Job Description Approved by Human Resources (as per Article 17.1):
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Signatures - indicating that the job description has been read and understood:
Incumbent
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Immediate Supervisor:
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Department Head/ Dean:
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Signature:
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Job Number: A-163
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Last updated: November 30, 2010