Business Operations Coordinator

HSG Housing Wide / Housing & Residence Life
Job #540632
First Review Date: Wednesday, October 23, 2024

Open Until Filled

At Cal Poly Humboldt, bold hearts and open minds shape the future.

Founded in 1913, Cal Poly Humboldt began as a small college for teachers. Today Humboldt has grown into a comprehensive university with rigorous science and liberal arts programs. Designated a polytechnic in 2022, Cal Poly Humboldt provides hands-on, impactful educational opportunities that lead to meaningful, measurable outcomes for the individual, for the state, and the world.

Cal Poly Humboldt is proud to have over 6,000 students of all backgrounds spread across 61 majors, 13 graduate programs, and 4 credential programs — all of whom contribute passion and creativity within their fields and set the stage for a future grounded in equity and sustainability. Hands-on learning, inspired teaching, ground-breaking research, and thought-provoking creative activity happen daily at Humboldt.

Cal Poly Humboldt is a Hispanic-Serving Institution that strives to foster an inclusive and equitable community to support our students of diverse backgrounds. We are committed to achieving the goals of equal opportunity and endeavors to employ faculty and staff of the highest quality committed to working in a multicultural and multiracial community that reflects the diversity of the state.

Finding a better future is a task for the bold and open, the down-to-earth and visionary. Cal Poly Humboldt strives to cultivate these qualities in leaders, innovators, and scholars in every field.

(Job #540632) Administrative Support Coordinator I, Business Operations Coordinator, Salary Range: $3,864 - $6,072 monthly. Hiring Range: $3,864 - $4,057 monthly. This is a full-time, benefited, non-exempt, 12-month pay plan permanent position with a one-year probationary period in HSG Housing Wide / Housing & Residence Life Department. This position comes with a premium benefits package that includes outstanding vacation, medical, dental, and vision plans, life insurance, voluntary pre-tax health and dependent care reimbursement accounts, a fee waiver education program, membership in the California Public Employees Retirement System (PERS), and 14 paid holidays per year. Additional benefits information can be found at https://hraps.humboldt.edu/employee-benefits.

Position Summary:

Working independently, under the lead oversight of the Assignments Coordinator and reporting to the Executive Director for Housing & Residence Life, the Business Operations Coordinator provides administrative support to the Assignments Coordinator and supports the Housing Business Operations team with projects and administrative tasks.

 

Key Responsibilities:

30% - General Assignment Coordination

• Coordinates Housing Room Change Event
• Coordinates room change requests and placement.
• Assists Assignments Coordinator with assignment tasks and analyzes vacancies for making appropriate placements.
• Provides backup Assignment work when the Assignment Coordinator is not available.
• Create and use StarRez reports and dashboards to monitor tasks, collect data to assist, notify, and follow up with students regarding various assignment requests.
• Provides support to Resident Services student staff to manage Housing inquiries.
• Updates StarRez software database daily for accuracy and reporting.
• Reviews resident inventories for damages to creates billing adjustment forms.
• Updates adjustment lines with student charges or reversals.
• Oversees the room key cabinet inventory, coordinates the move-in key encoding and delivery process for students and initiates tasks for move-in process throughout the year.
• Manages the rooms area of StarRez including, but not limited to the key module, maintenance module, and inventory module.
• Manage the Summer Housing Assignments process.

20% - General Student Support

• Problem solves student issues with Residence Life Coordinators
• Trouble shoots Housing assignment issues while working with Housing staff and campus partners for solutions.
• Provides support to Resident Services student staff to manage Housing inquiries.
• Work with students requesting to move in earlier than license agreement contract date (Early Arrivals).
• Work with students requesting to move out later than license agreement contract date (Late Stays)

30% - General Administrative Assistance and Ongoing Work Coordination for Residence Life

• Process damage appeals.
• Assists as needed in training Residence Life professional and student staff.
• Assists and support department as needed.
• Updates policies and procedures as directed.

10% - Coordinates Emotional Support Animal Process

• Liaise with Campus Disability Resource Center to confirm ESA approvals.
• Gather appropriate information from students and provide Housing paperwork for the roommate approval process.
• Regular review of Housing ESA guidelines.
• Update ESA information in StarRez to create reports for Residence Life.

5% - Support Business Operations

• Set up, organize, provide information, and represent Housing and Residence Life at special events (Move-in, Move-out, Preview, Spring Preview Plus, etc.).
• Supports the Business Operations team with administrative support and documentation.

5% - Other Duties as Assigned

 

Knowledge, Skills, and Abilities Associated with this Position Include:

• Experience to be fully functional in all technical aspects of work assignments.
• Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures.
• Thorough knowledge of English grammar, punctuation, and spelling.
• Thorough knowledge of office systems and ability to use a broader range of technology, systems, and packages.
• Ability to independently handle multiple work unit priorities and projects.
• Ability to apply independently a wide variety of policies and procedures where specific guidelines may not exist.
• Working knowledge of budget policies and procedures.
• Ability to perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections.
• Ability to draft and compose correspondence and standard reports.
• Ability to handle effectively a broader range of interpersonal contacts, including those at a higher level and those sensitive in nature.
• Ability to apply independent judgment, discretion, and initiative to address problems and develop practical, thorough and, at times, creative solutions.
• Demonstrated experience working with a diverse population.

Minimum Qualifications:

1. Entry to this classification requires a fully functional knowledge of and skill in standard office procedures and practices, as well as an ability to understand and operate in a variety of organizational structures.
2. Additionally, incumbents are expected to have a thorough knowledge of English grammar, spelling, and punctuation and be able to clearly communicate orally and in writing.
3. This position requires a knowledge of business mathematics beyond basic arithmetic.
4. The ability to use and quickly learn new office support technology systems and software packages is also a prerequisite.

These entry qualifications would normally be obtained through a high school program, technical/vocational program, or their equivalents combined with several years of related office work experience.

Preferred Qualifications:

1. At least three (3) years of office work and computer experience.
2. Working knowledge of Microsoft Office applications including Word and Excel, Google calendar and email, computers, printers, copy machine, laminator, radios, and multiple phone lines.
3. Any amount of experience with StarRez, Onity and Maxient is preferred.
4. Ability to handle interpersonal interactions and sensitive situations.
5. Ability to work with other departments across campus on complex projects and delegate to support staff.
6. Ability to research, analyze and evaluate information to develop solutions and improve efficiencies.

Application Procedure: To apply, qualified candidates must electronically submit the following materials by clicking the Apply Now button:

• Letter of Interest
• Resume or Curriculum Vitae
• Contact information for at least three professional references

 

Application Deadline: The deadline to submit application materials for first review on Wednesday, October 23, 2024. This position is open until filled.

Any inquiries about this recruitment can be directed to careers@humboldt.edu or Cal Poly Humboldt’s Human Resources Office at (707) 826-3626.

We acknowledge that Cal Poly Humboldt is located on the unceded lands of the Wiyot people, where they have resided from time immemorial. We encourage all to gain a deeper understanding of their history and thriving culture. As an expression of our gratitude we are genuinely committed to developing trusting, reciprocal, and long lasting partnerships with the Wiyot people as well as all of our neighboring tribes. Cal Poly Humboldt was the first campus in the California State University system to offer a stand-alone major in Native American Studies.

Cal Poly Humboldt is committed to enriching its educational environment and its culture through the diversity of its staff, faculty, and administration. Persons with interest and experience in helping organizations set and achieve goals relative to diversity and inclusion are especially encouraged to apply.

Working in the state of California is a condition of employment for this position. Even if part or all of an employee's assignment can be performed remotely, the employee must maintain a permanent residence in the state of California. The employee must be able to accept on-campus work assignment, as assigned, and come to campus when needed.

CSU strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University follow COVID-19 vaccine recommendations adopted by the U.S Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications and comply with other safety measure established by each campus. The systemwide policy can be found at CSU Vaccination Policy and any questions you have may be submitted to hr@humboldt.edu.

Cal Poly Humboldt hires only individuals lawfully authorized to work in the United States. This position may be considered a “Campus Security Authority”, pursuant to the Clery Act, and is required to comply with the requirements set forth in CSU Executive Order 1107 a condition of employment.

CAL POLY HUMBOLDT IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS (e.g. H1-B VISAS)

Evidence of required degree(s), certification(s), or license(s) is required prior to the appointment date. Satisfactory completion of a background check (including a criminal records check, employment verification, and education verification) is required for employment. Cal Poly Humboldt will issue a contingent offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or if it is discovered that the candidate knowingly withheld or falsified information.  Certain positions may also require a credit check, motor vehicle report, and/or fingerprinting through Live Scan service. Failure to satisfactorily complete or adverse findings from a background check may affect the employment status of candidates or continued employment of current CSU employees who are being considered for the position.

Cal Poly Humboldt is committed to achieving the goals of equal opportunity and endeavors to employ faculty and staff of the highest quality reflecting the ethnic and cultural diversity of the state. Additional information about Cal Poly Humboldt can be found at www.humboldt.edu.

Cal Poly Humboldt is a Title IX/Affirmative Action/Equal Opportunity employer. We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, protected veteran status, or any other legally protected status.  Mandated Reporting: This position may be considered a “mandated reporter” under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.

Additionally, all CSU staff and faculty receive training annually on their obligations in responding to and reporting incidents of sexual harassment and sexual violence. You will be notified by email when you are required to take this mandated training.

Class Code: 3015
Publication Date: October9, 2024