Faculty Housing Assistant

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Job Summary

This position assists with assignment, leasing, maintenance, and rehabilitation of roughly 100 units of Faculty Housing in the vicinity of the campus.

This position is responsible for the day-to-day customer service and administrative support for the Faculty Housing Office.

This position will also provide assistance with various projects and will provide coverage in the absence of the Faculty Housing Manager.

Essential Job Duties

Serve as first point of contact for incoming Faculty in need of housing. Responsible for providing a high level of customer service, assessing client needs, conducting tours, and helping with the reservation process.

Partners with sponsoring Divisions to secure appropriate housing.

• Manage resident turnover process, including assignment confirmation, check in, check out, inspection requests, and turnover monitoring.
• Serve as first point of contact for conference room inquiries. Manage reservations and logistics of conference rooms.
• Creates, prioritizes, and assigns daily maintenance activities in AiM. Monitor multi-shop work order schedules.
• Coordinate with Faculty Housing staff members regarding prioritization, internet and cable installation scheduling, supply ordering, and customer requests.
• Administer purchase orders such as cable, internet, or cleaning vendors, and some service contracts.
• Manage purchase orders, supply orders, and p-card reconciliation for staff. Process vendor payments.
• Process monetary collections such as rent, utility, fees, etc. via check, credit card, or WIC. Process monetary deposits for checks and reconciliation of online payments.
• Provide guidance for online payment processes for tenants.
• Prepare, distribute, and collect all Faculty Housing, leases and correspondence, confirmations, notices of contract terminations or contract changes and occupancy reports.
• Daily data entry and maintaining database accuracy for occupancy, maintenance, turnover, and billing processes and for maintenance projects.
• Assist in day-to-day business operations, such as drafting, editing, proofing correspondence, reports, etc. using Microsoft 365.
• Provide customer service to internal and / or external customers; assesses and determines priority of request, tracks and follows-up on progress, and addresses customer concerns and complaints.
• Maintain records files and databases; screens and routes mail / inquiries; processes and maintains sensitive and confidential information;

coordinates tasks and / or projects, maintains calendars, schedules meetings and appointments, etc.

• Initiate and / or place orders for office supplies, equipment, etc.; conduct vendor searches and obtain bids; tracks, monitors, and resolves delivery of orders.
18 hours ago