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Job Posting: Operations Coordinator - Residential Life

Details

Item Value
Posting Date 03/08/2022
Closing Date until filled
Location Beloit, Wisconsin, 53511

Description

The office of Residential Life is responsible for all aspects of student housing, summer conference and program housing, ID card/access management, discipline and guest house operations. Housing 1100 eighteen to twenty-two-year-old students from almost all 50 states and 48 countries, the team of five professionals and 47 Resident Assistants provides education and support for all resident students. The Office Coordinator works with students and the entire residential life team and leads efforts to increase efficiency and streamline operations when possible. All staff members support life in the residence areas as students learn from each other and grow to live independently while they more fully engage the world. The residential life staff counsels & challenges students, enforces college policies, plans programs, supervises a student peer counseling staff (RAs), works closely with fraternities and sororities and a variety of student groups. The Office Coordinator also works closely with Physical Plant, Security, the Office of Summer Programs and many faculty, staff, alumni and parents.

Credentials and Experience:

  1. High school diploma or equivalent; some college preferred.
  2. Two years of administrative support training or equivalent experience in an office with significant multitasking expected and working in a diverse organization.
  3. Experience managing sensitive issues using excellent communication skills.
  4. Proficiency with database, word processing, spreadsheets (especially Microsoft Word and Excel), calendaring; ability to learn basic knowledge of Reason Content Management System to support web pages relevant to duties. Experience with large integrated database a plus.

Office management/reception:

  1. Welcome students to the office; create a positive supportive relationship with students.
  2. Lead efforts to review office procedures including projects that improve efficiency, internal and external communication and record-keeping. Streamline the filing system, and office forms and procedures.
  3. Supervise and manage 1500+ hours of student work-study (5-10 students) in the Residential Life Office.
  4. Compose, when appropriate, correspondence to students, staff and faculty, as well as edit written communications for style and content.
  5. Answer phones, greet visitors, take messages, respond to email and walk-in inquiries, and provide positive initial contact with public. Respond to questions from students, faculty, staff, alumni and parents regarding issues or concerns related to Residential Life, Conference.
  6. Update and maintain Residential Life and Conference websites as needed
  7. Work closely with other campus departments and staff especially Student Activities/Campus Center, Food Service, Physical Plant and Security. Assist other student affairs departments as assigned.
  8. Participate as an active, creative, positive team member with all work groups

Technical Assistance:

  1. Provide administrative/technical support for residence life staff. This includes using the new College main database (Jenzabar) to increase efficiency and incorporate office data, student information and judicial information into this new system.
  2. Provide technical and creative support to other staff in residence life/student life regarding the use of the main database and the use of Microsoft office with an eye towards increasing efficiency and maximizing use of staff time.
  3. Process and maintain computerized and paper file information relating to housing contracts, housing records, open room listings, new and returning student mailing lists, confidential student discipline files and other student records.
  4. Work with the college’s identification card system by ensuring appropriate door access privileges associated with the ID card and maintaining the data and key parameters in the access system. Schedule the open/closed periods of the doors in the system. Maintain the confidentiality of all information held within the database.

Residence Life:

  1. Coordinate current year/term housing information with Hall Directors, RAs and others. Manage the room switch process to ensure we track movement, open spaces and coordinate appropriate billing and access changes.
  2. Type/prepare letters, memos, reports, statements, financial documents, and data base/spreadsheets from rough draft, dictation or verbal instructions.
  3. Work with the campus food service provider (Bon Appétit) and the Business Office to ensure that students receive the correct meal plan and are charged appropriately.
  4. Work with the Director of Residential Life and the Residential Life Coordinators during room placement for new and returning residents. Maintain the Room Management Software database of these placements. Work with the business office to ensure that students are charged appropriately for housing.
  5. Coordinate all information regarding new student housing contracts, collaborating closely with the Admissions staff to support their efforts in recruiting students. Coordinate all information regarding returning student requests for housing, responses to the housing information packet, housing contract and student information form. Email room assignment notification to all new and returning students.
  6. Request student special access keys from Security, maintain inventory database, distribute and collect all keys
  7. Assess real or potential crisis situations and refer them to the appropriate staff member

Judicial Process:

  1. Organize all security reports, schedule discipline meetings, maintain discipline record data base, and track incident cases through completion of sanctions. Provide summary reports regarding discipline records on a regular basis. Coordinate Judicial Board meetings as needed.

Financial and Administrative Recordkeeping:

  1. Produce payment vouchers for the Residential Life staff including requests for hall/floor programming funds.
  2. Transmit maintenance request information from student and Residential Life staff to the Office of Physical Plant. Process billing invoices from Physical Plant; maintain database of floor damages and student charges.
  3. Produce Residential Life billing statements, including bills for summer housing, lost keys, lost IDs, guest apartments and damages.
  4. Maintain office budget information by line item on a continuing basis.
  5. Prepare and process all time sheets for the RAs and student workers. Ensure student worker expenses align with current budgetary allotments.
  6. Reconciles the department credit card.
  7. Other similarly related duties as assigned.

Because equity and inclusion are central to our students’ liberal education and vital to the thriving of all members of our residential learning community, Beloit College aspires to be an actively anti-racist institution. We recognize our aspiration as ongoing and institution-wide, involving collective commitment and accountability. We welcome employees who are committed to and will actively contribute to our efforts to celebrate our cultural and intellectual richness and be resolute in advancing inclusion and equity. We encourage all interested individuals meeting the criteria of the described position to apply.

Located in a diverse community close to Madison, Milwaukee, and Chicago, Beloit is a selective undergraduate liberal arts college that attracts students from across the United States and the world. The college emphasizes excellence in teaching, learning beyond the traditional classroom, international perspectives, and collaborative research among students and faculty. It is recognized as one of the Colleges That Change Lives.

AA/EEO

How to Apply

Application review will begin immediately and continue until the position is filled. To apply upload cover letter, resume, and names and contact information of three professional references

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