Assignments and Billing Coordinator

Duties and Responsibilities:

Student Housing Billing Administration:

• Coordinate the direct billing of $30M annual room revenue
• Post room fees to residents student accounts via housing software including room fees for semester special sessions break periods and contract cancellation or withdrawal fees
• Process adjustments of residents accounts for room changes prorated charges and decreased occupancy charges
• Review and confirm accuracy of charges for early arrival and late stay resident fees
• Track student cancellations and implementation of cancellation fee policies
• Perform the Salto key audit function to confirm actual days of room access and temp card charges and control.
• Process confirm and maintain resident agreements and related information; maintain accurate floor charts for each of the residential areas

Spring Room Returning Student Selection Coordination:

• Coordinate the spring room selection process for returning students
• Assist in establishing policies and procedures in collaborating with leadership
• Coordinate information from other departments for the online returning student application and room selection process
• Work closely with the Associate Director and other Residential Life staff to ensure the accuracy of information regarding procedures and deadlines included in marketing pieces and newsletter
• Assist with the marketing activities to promote benefits of oncampus living
• Communicate application information to residents parents and staff
• Understand and communicate the terms and conditions of the campus housing agreement to staff residents and parents
• Collaborate regularly with Residential Life IT Support staff to ensure ease and accuracy of returning student housing room selections
• Verify online acceptance of terms and conditions plus prepayment are on file for every resident
• Maintain an accurate interest list for students who missed room selection deadlines
• Monitor and coordinate the interest list and room change processes
• Notify current and prospective residents as well as professional and faculty livein staff regarding room availability

Room Assignment Coordination:

• Coordinate both the fall (during May and June) and spring (during December and January) room assignment process for new first year graduate/law and transfer residents
• Work closely with Associate Director to ensure accuracy of information regarding procedures and deadlines included in marketing pieces and newsletter
• Collaborate with Admissions at regular intervals during May and June to monitor the number and gender distribution of freshmen and transfer students who have active resident commitment deposits or waivers
• Oversee the input of resident commitment deposit information for freshmen and transfer students from Admissions into Banner and StarRez systems
• Create reports from StarRez for use by Senior Leadership.
• Make manual assignments for special housing requests and livinglearning group housing
• Oversee the online application process and input of new student information and preferences in preparation for the automatic allocation of room assignments and roommate matching
• Complete room assignments and roommate matching based on date of deposit and information from the resident information profile
• Coordinate information from other departments and communicate room assignment information
• Distribute residential area housing information to professional livein staff reception desk staff and other departments prior to opening of each academic session and on a regular basis thereafter
• Coordinate applications and assignments for the graduate/faculty/family housing areas
• Coordinate room assignment of graduate and law students
• Verify completed contract acceptance forms are on file for every resident
• Coordinate apartment availability and movein readiness status with Facilities Management for summer and academic year occupancy
• Ensure proper residency status on a regular basis (registered for appropriate class units)

Housing Support and Administration:

• Assist residents parents and University staff with their campus housing related concerns
• Ensure that students parents staff advisors administrators who may have been transferred/sent from office to office have their housingrelated questions fully addressed
• Serve as liaison to communicate correspond and meet with other departments to share information and work collaboratively on issues that affect various departments
• Initiate timely contact with departments (e.g. Presidents Office Admissions Mission and Ministry University Relations Development Parent Relations Alumni Relations Annual Giving Athletics and Human Resources) to communicate deadlines and request information regarding special housing placements of new incoming students
• Maintain a welcoming environment for students parents and other University staff
• Communicate with residents and parents via phone concerning housing issues
• Annually review and prepare room change request form and checklist updating as needed.
• Responsible for coordination of room change process
• Create vacancy/open space log; oversee initial distribution of vacancy/open space letters notifying residents of their options at the beginning of fall and spring semesters

Early Arrival Late Departure Intersession & Spring Break Coordination:

• Oversee and coordinate early arrival late departure Intersession spring break information and procedures
• Contact Admissions Orientation Parent Relations and other office staffs involved with the arrival of new students to review information packets provided to new resident students for clarity and completeness to ensure smooth moveins at start of both fall and spring semesters
• Solicit early fall semester arrival information from various campus departments/programs (e.g. Athletics University Ministry Experiential Learning & Adventure Center Orientation Dining Services NROTC Parent Relations) with sufficient advance notice to be able to input information into StarRez database in order to provide ample access for Facilities Management staff and to meet housing deadlines
• Coordinate temporary housing placements for fall season athletic intercollegiate teams Preceptorial Assistants SSS participants non resident Torero Team members and new freshman and transfer commuter students requesting to live on campus for first two nights of Torero Days
• Provide Student Affairs Dining Services Facilities Management Public Safety and other departments with early arrival and late stay rosters (athletic teams University Ministry participants RAs graduating seniors graduation volunteers summer student residents etc.
• Prepare and process Intersession and spring break forms and input billings for students remaining in residence halls during those periods
• Oversee billings for students remaining in residence halls after official checkout times

Summer Session Housing Program Administration:

• Administer summer session housing program and serve as the lead person in transition to and from the summer session
• Assist with hiring and supervision of summer student employees
• Make decisions on timeline for providing student access to portal and monitor online summer applications; manually assign students based upon requested dates and room preferences
• Coordinate billing and occupancy information for students staying in USD summer housing
• Coordinate cleaning and maintenance scheduling with Facilities Management staff and summer staff to ensure hall readiness of residents rooms for both summer and fall
• Responsible for room assignments and daily/weekly report generation

Special Conditions of Employment:

The employee will be expected to occasionally work evenings and/or weekends for peak demand times (e.g. room selections billings and moveins)

Background check: Successful completion of a preemployment background check.

Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.

Minimum Qualifications:

• Bachelors degree required. A high school diploma and two additional years of work experience may substitute for Bachelors degree at the rate of one year of work experience is equivalent to two years of education.
• Two years of progressively responsible office experience required. A Masters degree may substitute for one year of required work experience.
• Proficient in utilizing Google Drive Suite applications Microsoft Office Suite applications (i.e. Word Excel and Power Point) required.
• Knowledge and understanding of accounting/bookkeeping principles and functions required

Preferred Qualifications:

• Two years of experience working with billing and database software programs preferred.
• Experience with StarRez and Salto key system preferred

Performance Expectations Knowledge Skills andAbilities:

• Ability to manage multiple tasks with distractions in busy customer service environment
• Excellent interpersonal and communication skills for interacting with various University constituents including parents students administrators staff and outside vendors utilizing tact and diplomacy; must be able to deal effectively and diplomatically with college age students of diverse backgrounds; sensitive of personalities/needs/attitudes
• Excellent organizational and time management skills plus attention to detail
• Demonstrated written and oral communication skills
• Demonstrated ability to appreciate and actively support the mission and goals of the University
• Ability to work with a high degree of autonomy using independent judgment as well as initiate coordinate oversee and complete various projects with minimal supervision according to set deadlines
• Be resourceful and possess problemsolving skills
• Listen and respond in caring tactful and professional manner to customers who may be frustrated or upset while trying to provide resolutions that address their concerns
• Knowledge of and ability to maintain the highest level of confidentiality regarding student information per the FERPA/the Buckley Amendment
• Excellent skills in the use of tools and equipment listed below

Resume and Cover Letter Required

Hours: 37.5 hours per week

Closing date:Open until filled