Description
POSITION OBJECTIVE
The Coordinator for University Housing is primarily responsible for customer care of residential students and the physical environment that houses approximately 5,000 students in 46 buildings. This position will ensure that there is a smooth interface between procedures and people, taking into account the real-life reality of students. This individual must be able to prioritize and orchestrate logical progressions among project steps, sensitively negotiate and communicate plans and changes, and facilitate adaptations on the spot to plans when unforeseen factors necessitate change. In addition, the coordinator will provide administrative and financial support.
ESSENTIAL FUNCTIONS
Coordinate, prioritize, and integrate projects and processes that impact students and workers in the residence. Act as the primary liaison to internal and external constituents, students, university departments, vendors, and contractors. Contact students and others involved on a proactive basis to ensure a clear understanding of housing projects and their impact on individuals and other processes or projects. Examples of processes include furniture delivery, small-scale renovations, student emergency relocation, medically-necessary air conditioner installation, and space transition. (13%)
Receive, seek, and address situations in which plans have not progressed as expected and have caused concern or barriers to completing planned projects. Make immediate contact in the case of emergency maintenance situations. Coordinate deliveries, services, maintenance, repairs, and replacement of equipment within the residential facilities as required or directed. Track expenses related to wear and tear, vandalism, and other damage to furniture, fixtures, and equipment. Coordinate staff clothing allowances for student and full¿time staff. (12%)
Provide past spending data and forecasted spending patterns to expense and revenue forecasts, annual operating budgets, and five-year operating budgets, and the management of various major maintenance and capital projects. Ensure payment and accurate record keeping for outstanding bills for capital and maintenance projects under the purview of the residential facilities staff. Communicate with vendors and other university offices in the preparation of and follow-up on bids, price quotes, contracts, and the purchasing of materials and supplies. Negotiate, manage, and track contracts with vendors for furniture, fixtures, equipment, appliances, and vendor services such as pest control, laundry, and appliance repair. Track, reconcile, and prepare monthly reports using the housing management software, PeopleSoft, and Excel. (10%)
Monitor approved major maintenance and capital projects specific to residential buildings in conjunction with the Director of Facilities Services and the Executive Director of Housing, and facilitate regular project meetings to include the appropriate department representatives. (10%)
Track and maintain a schedule of preventative maintenance activities and replacement schedules, not limited to flooring, paint, furniture, and appliances (10%)
Purchase furniture for the residential facilities. Recommend furniture project parameters, such as quantity, quality, timing, and projected costs, to project planners. Work with vendor(s) on pricing, availability, and estimated delivery for assigned projects; submit RFP if necessary. Assist the Division of Student Affairs staff with furniture selection by providing examples of fabrics, styles, and options available. Coordinate furniture delivery, assembly, and quality control with vendors and users. (10%)
Collaborate with facility and residence life personnel when proposing residential environment enhancement projects. (10%)
Create and maintain individual residential building and space profiles detailing furniture purchase records, maintenance, upgrades, and asbestos testing. Use current condition data to inform the creation of a multi-year cyclical improvement plan. (10%)
Work with staff members who live in university-provided apartments to coordinate move-in, move-out, and regular staff apartment maintenance information. Provide them with apartment descriptions and amenities before arrival and coordinate the implementation of their choices in furnishing. Ensure a smooth transition into and out of staff apartments. At departure, inspect and coordinate the billing, repair, and cleaning of staff apartments. (10%)
NONESSENTIAL FUNCTIONS
Perform other duties as assigned. (5%)
CONTACTS
Department: Frequent contact with University Housing full-time staff
University: Frequent contact with Housing Facilities, University Facilities, and Residence Life
External: Regular contact with vendors (e.g., pest control, appliance repairs, furniture companies)
Students: Frequent contact with student residents and employees
SUPERVISORY RESPONSIBILITIES
None
QUALIFICAITONS
Experience: 6 years of facilities management and/or office administrative services is required. Work experience related to the field of Higher Education preferable.
Education: High school education required; prefer some college education.
REQUIRED SKILLS
Excellent interpersonal, written, and verbal communication skills.
Exceptional customer service skills are a must.
Organizational skills
Effectively listening and ascertaining the needs of customers is required.
Experience with PC operation is required.
Experience with CWRU administrative policies and procedures is preferred.
Demonstrated history of successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest.
Ability to meet consistent attendance.
Ability to interact with colleagues, supervisors, and customers face to face.
Willingness to learn and utilize Artificial Intelligence (AI)
WORKING CONDITIONS
Identify the working conditions and physical demands which relate to the essential functions of the position, such as working indoors/outdoors, working with exposures to hazards, etc. Include special considerations for the position, such as occasional travel or necessary overtime.
