Assignments and Billing Coordinator

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Position Title:

Job Category:

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Job Profile:

Job Duties:

The Assignments and Billing Coordinator plays a vital role in delivering an exceptional on-campus living experience for over 4000 residents at the University of Wisconsin-Whitewater. Reporting to the Assistant Director of Residential Operations this position manages the room assignment and billing processes with a student-centered approach and a strong commitment to customer service excellence. This position is responsible for assisting with all aspects of management of the housing assignment management system (currently StarRez) including the back-end testing and development of housing contract returner self-selection room profiling data cleaning and the extraction of data. This position will also assist with a comprehensive review of the system including reviewing eliminating and/or rewriting of a variety of data subs custom fields and reports. This position will assist with the testing of upgrades and patches and documentation of all aspects of the system.

This role blends detailed operational knowledge with proactive communication and collaborative problem-solving. This position resolves issues and answers questions for students and families in planning and preparing for living on campus. The coordinator serves as a key resource for students and campus partners driving housing-related processes that support student success accessible housing and a transformative residential experience. As the lead user of the housing room assignment/management system this position helps shape the room assignment process and accurate billing.

Primary Responsibilities:

Room Assignment and Contract Administration

• Serve as the campus power user for its housing room assignment/management system to process contracts deposits housing preferences and roommate selection.

• Oversee assignment placements withdrawals cancellations and room change workflows.

• Serve as the primary point of contact for inquiries from first-year transfer and returning students.

• Coordinate accommodations for students with disabilities and serve as University Housing representative on the accommodations committee for CSD.

• Work collaboratively with campus stakeholders such as Admissions Registrar Dining and ITS to ensure the student residential experience is transformative.

• Serve as the Hawk Card Offices key resource for anything related to the housing management system.

• Supervise and support student staff in the Room Assignments Office. This includes hiring onboarding and evaluating the student staff.

• Collaborate on work-order integration with TMA including testing updating and troubleshooting.

• Support Residence Life staff and campus partners with back-end processes reporting and troubleshooting.

• Collaborate with campus partners and/or vendor to maintain and troubleshoot system integrations for building access meal plan loads and demographic loads.

• Contribute to the hall opening process by providing staffing and logistical support in the Room Assignment Office.

Occupancy & Reporting Coordination

• Monitor reconcile and report occupancy data in collaboration with relevant campus stakeholders.

• Track contract activity and maintain accurate records for planning and forecasting.

• Produce key reports for campus stakeholders (e.g. Parking Admissions Advising All-Students Report).

• Coordinate room change processes and second-semester housing planning.

Billing Oversight and Financial Reconciliation

• Input housing-related charges and credits such as RA & ILAs waivers and damage fees bike lockers housing management system.

• Coordinate billing accuracy with the Student Financials team via biweekly audits of WINS accounts.

• Process housing security deposit refund/forfeit requests.

• Ensure timely billing for housing fees related to check-outs early arrivals loaner keys lock changes etc.

• Maintain documentation for audit and financial integrity.

Administrative & Customer Support

• Serve on the campus StarRez Action Team serving as the lead end-user and main content expert.

• Deliver high-level customer service to students families staff and campus partners.

• Respond to confidential housing-related inquiries from university administrators.

• Maintain up-to-date procedural documentation for training and continuity.

• Stay abreast of software features and developments product upgrade schedules etc.

• Work closely with IT Services to troubleshoot and resolve any technical issues coordinate planned system downtime add and change user access permissions etc.

• Assist with Data Subscriptions modules as needed.

• Serve as an engaged team member in meetings training and collaborative initiatives.

• All other duties as assigned by the Assistant Director of Residential Operations and/or Executive Director of University Housing

Key Job Responsibilities:

• Strategizes advises and resolves complicated and sensitive housing-related issues policy questions requests and appeals including matters related to student resident disabilities and gender identity

• Advises internal and external stakeholders about housing units contracts and options

• Collaborates with campus groups and/or departments and maintains successful campus partnerships while representing the interests of the division

• May supervise student employees

• Plans directs and implements housing initiatives and manages occupancy for all university terms

• Analyzes data for housing assignments and develops solutions for student issues

• Leads divisional outreach efforts with prospective students and families including the housing tour program

• Drafts implements and maintains annual contracts and memos with a variety of campus programs and academic departments

Department:

University Housing

Compensation:

Well-qualified candidates can expect a starting annual salaryof $58656 commensurate with the candidates education related experience and qualifications.

UW System employees receive an excellent benefit package. To learn more about the UW Systems comprehensive benefit package review the UW SystemEmployee Benefits Brochure.

Required Qualifications:

• Bachelors degree

Preferred Qualifications:

• Prior Housing/Residence Life experience

• Experience with StarRez or other Housing Assignment/Management Systems

• Ability to demonstrate excellent Customer Service

Knowledge Skills and Abilities:

• Ability to interact respectfully with everyone with a strong customer service approach.

• Willingness and ability to be an active participant in following applicable safety rules and regulations including necessary training and drills

• A commitment to customer service

• Demonstrated proficiency in Microsoft Office especially Excel Word and Outlook

• Ability to effectively train and lead others including student staff

• Must be highly organized with good attention to detail able to manage multiple priorities at the same time and able to meet deadlines.

• Ability to develop good rapport and communication with administrators and staff as well as various university units and academic programs.

• Ability to work independently find information and solve problems effectively and exercise good judgment in completing tasks and projects.

Education:

Bachelors Degree - Required

How to Apply:

Only complete application packages will be considered.This includes online submission of the following documents:

• Cover Letter

• Resume

• Name and contact information for three professional references

Contact Information:

If you have questions regarding this recruitment or if you are unable to complete the application online due to a disability or system problem please contact us at or

For questions regarding this position please contact:

Donna Lyons

To Ensure Consideration:

Applications received by July 24th 2025 are ensured full consideration. Applications received after that date may be given consideration at the discretion of the search committee. The most qualified applicants will be invited to participate in the next step of the selection process.

CAMPUS INFORMATION:

ORGANIZATION INFORMATION:

The University of Wisconsin-Whitewater is part of the 13-campus Universities of Wisconsin ().

Wisconsin Statute 19.36(7)(b) provides that applicants may indicate in writing that their identity should be kept response to a public records request the University will not reveal the identities of applicants who request confidentiality in writing except that the identity of the successful final candidate will be released. See Wisconsin Statute 19.36(7)(a).

Per Regent Policy Document 20-19 University of Wisconsin System Criminal Background Check Policy and Universities of Wisconsin Administrative Policy 1275 Recruitment Policies UW-Whitewater requires criminal background checks as a contingency to employment. A criminal background check will be conducted prior to an offer of employment. All final candidates must be asked prior to hire whether they have been found to have engaged in are currently under investigation for or left employment during an active investigation in which they were accused of sexual violence or sexual harassment. When obtaining employment reference checks these same sexual violence or sexual harassment questions must also be asked.

The University of Wisconsin-Whitewater requires that all employees be active participants in following applicable safety rules and regulations including necessary training and drills.

For UW-Whitewater Campus safety information and crime statistics/annual Security Report see Annual Security and Fire Safety Report if you would like a paper copy of the report please contact the UW-Whitewater Police at .

CONDITIONS OF APPOINTMENT:

University of Wisconsin-Whitewater does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term. If you have questions regarding this please contact Human Resources. UW-Whitewater is not an e-verify employer therefore STEM extensions are not options for work authorization.

EEO STATEMENT:

Qualified applicants will receive consideration for employment without regard to color religion sex sexual orientation gender identity national origin age pregnancy disability status as a protected veteran or other bases as defined by federal regulations and UW System policies. We are committed to building a workforce that represents a variety of backgrounds perspectives and skills and encourage all qualified individuals to apply.