Housing Services Administrative Coordinator
Duties and Responsibilities:
Reporting to and under the direction of the Manager, Residence Desk Operations, the Housing Services Administrative Coordinator, is a multifaceted position that oversee the 24/7 daily operations and logistics for two Residence Reception Desks supporting 4000+ students living across twelve residence buildings, external guests and the Carleton community.
Working with minimal supervision, the Housing Services Administrative Coordinator is responsible for providing timely and efficient delivery of all services related to the operation of Housing Services. This includes the provision of information and services for students living in residence via a high volume of inquiries in person, by phone or email, supporting Residence Mail Services and digital lockers, reviewing and approving bookings for tabling and space booking requests, producing replacement Campus Cards, issuing access cards and keys to external contractors, financial reconciliation including applying charges to student accounts, triaging building maintenance issues, coordinating lost and found, creating and maintaining a complex schedule based on student staff competing priorities ensuring 24/7 desk coverage, and liaising with other units and departments, including Residence Life Services, Campus Safety Services, and the Campus Card Office, to connect and support students with appropriate resources.
In consultation with the Manager, Residence Desk Operations and the Coordinator, Hiring, Training and Assessment, the Housing Services Administrative Coordinator directly supervise 50+ student staff throughout the year, including a student leadership team. This position is the direct liaison between students and university departments, and is required to have a strong background in cross-cultural understanding and experiences. This position is expected to present a positive, knowledgeable, professional reflection of the department and its services at all times.
As an integral part of the summer conference operation, in addition to the above duties, the Housing Services Administrative Coordinator collaborates with Conference Services to support the summer operation within residence. During the summer conference operation, the residence buildings are converted into a "hotel-like" operation where thousands of guests and clients stay at different points throughout the summer months. The Housing Administrative Coordinator provides escalated and secondary support in the execution of a wide variety of conferences which include international delegates, prominent academic seminars, language camps, and academic professionals staying in residence. Support includes accepting overnight reservations, creating rooming lists and key packages, completing the check-in/out process, completing room checks, liaising with housekeeping services, and financial reconciliation. Revenue generated from the summer conference operation has a direct impact on the Housing and Residence Life budget.
The Housing Services Administrative Coordinators work in close collaboration to effectively oversee the day-to-day operation and provide support to student staff and the residence community. Each Housing Services Administrative Coordinator will be assigned to a designated Residence Desk, in either Teraanga Commons or Rideau House, but may on occasion be required to work from the alternate Residence Desk.
Qualifications:
The incumbent must possess the following qualifications:
• Knowledge and understanding of the continuously changing needs of students who live in an on-campus residence community comprised largely of young adult, undergraduate students. The experience of the incumbent having worked in a university or college is recommended to performing the functions of the position.
• The incumbent performs a wide range of duties often in parallel and must be able to exercise good judgment in setting priorities and balancing competing deadlines.
• The incumbent must possess operational office experience with the ability to multi-task a demanding workload and to work creatively and independently employing good organizational skills, and the ability solve logistical problems quickly. A proven ability to elicit and foster trust, develop positive working relationships and work effectively with other professionals.
• A high degree of independence and collaboration with campus partners and leaders.
• The incumbent must demonstrate experience with supervision, mediation, leadership, and conflict management skills.
• The incumbent must have excellent interpersonal, problem solving and communication (written, oral and presentation) skills and a good working knowledge of group dynamics.
• The incumbent must have a solid financial understanding, working knowledge of accounting principles, and skills in tracking expenses and creating payroll projections.
• Experience in financial transactions, including reconciliation processes.
Education and Experience:
The above is normally acquired through:
• Successful completion of a four-university degree, in related areas such as Business, Student Affairs, or equivalent.
• Four years of recent post-secondary professional experience, preferably in front-facing student and client service desk, with progressive administrative responsibilities. Includes at least three years of supervisory experience.
HR Note:
Equivalencies will be considered. Applicants are encouraged to provide information which may demonstrate equivalent qualifications. Please note that applicants may be required to complete an employment test as part of the selection process for this position. Those applicants that are selected for an interview will be requested to contact the Human Resource Advisor assigned to this competition as soon as possible to discuss any accommodation requirements. Arrangements will be made to accommodate your request in a timely manner. Carleton University is strongly committed to fostering diversity within its community as a source of excellence, cultural enrichment, and social strength. We welcome those who would contribute to the further diversification of our University including, but not limited to: women; visible minorities; First Nations, Inuit and Métis peoples; persons with disabilities; and persons of any sexual orientation or gender identity and expressions.