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BCIT’s Student Housing is currently seeking a temporary full-time Housing Coordinator.
This position has primary responsibility for the residence operation on the late shift, and for administration of the Housing Office, including application processes and room assignments for approximately 1,100 long stay students annually. The incumbent is also responsible for coordination of Residence Advisors and staff, community support and development, event planning, publications and marketing, housing department computer systems, records management, and coordinating development of the residence on-line application system.
This position has primary responsibility for the residence operation on the late shift, and for administration of the Housing Office, including application processes and room assignments for approximately 1,100 long stay students annually. The incumbent is also responsible for coordination of Residence Advisors and staff, community support and development, event planning, publications and marketing, housing department computer systems, records management, and coordinating development of the residence on-line application system.
Duties & Responsibilities
Duties & Responsibilities:Community Support and Development:
Develops an awareness of the tone and atmosphere in each of the 28 suites by building rapport with residents and through daily communication with each Residence Advisor.
Supports development, implementation and maintenance of a friendly “home away from home” atmosphere in residence. Communicates with parents, spouses, students and customers. Exercises good judgment in identifying problems and concerns, handles upset or emotionally charged customers, maintains confidentiality and trust with students, while being mindful of students’ health, happiness and wellbeing.
Discusses and/or identifies potential student and community problems with Residence Advisors, identifies options, recommends appropriate course of action, and liaises with internal and external resources as needed.
Coordinates large event planning for groups of up to 336 people 6-7 times per year.
Attends Residence Advisor bi-weekly evening meetings; prepares agendas and minutes; coordinates action items.
Liaises with Assistant Director, Residence Advisors, campus service areas and additional stakeholders regarding residents’ personal or behaviour issues.
Coordinates emergency response and crisis intervention on afternoon/evening shift in absence of Assistant Director, Housing. Liaises with Safety, Security and Emergency Management (SSEM) personnel on an as-needed basis.
Housing Office and Residence Administration:
Responsible for all aspects of occupancy management for 276 long-stay bedrooms. Receives and assesses approximately 1,100 applications annually, selects students and assigns rooms throughout the year, prepares assignment packages, handles room transfers and manages waitlists; maximizes occupancy and revenue; ensures “best-fit” in allocating rooms. Communicates directly with all applicants and/or stakeholders.
Ensures monthly rents and fees are loaded; coordinates receipt of advance deposits and first month’s charges; prepares invoices and coordinates accounts receivables and accounts sent for collection; ensures monthly Rent Arrears reports are scrutinized and follows up directly with students; informs Housing Manager of chronic problems.
Shares provision of tenant and residence services with other Housing Office staff: welcomes new residents on arrival, completes contracts, responds to in-person, telephone, and online inquiries from prospective and current residents, makes change, sells tickets, takes and delivers messages, escorts new arrivals to rooms, takes prospective students on tours, provides residence orientation for new arrivals if a Residence Advisor is not available.
Provides sole coverage of the Housing Office and front counter as closing shift Monday to Thursday and when needed.
Coordinates check-in and check-out of approximately 750 long-stay students per year: prepares and monitors move-in and move-out lists daily, distributes appropriate applicant information and discusses any concerns with the Residence Advisor prior to student’s arrival; ensures each new resident is escorted and oriented by a Residence Advisor or Housing Office staff.
Creates resident correspondence and other Housing documents; coordinates mass mail-outs; maintains student files and department files.
Handles apprentice and short-stay inquiries and processing in absence of Apprentice Housing Coordinator. Maintains good awareness of apprentice reservation systems.
Acts as telecommunications coordinator for department.
Staff Coordination:
In absence of Assistant Director, supervises Housing Assistant, allocates work and establishes priorities.
Coordinates the team of live-in Residence Advisors on behalf of the Assistant Director during late shift by providing overall guidance, direction, support and motivation. Monitors performance, and assists Assistant Director with performance appraisals.
Assists Assistant Director in the recruitment and selection of new department staff, Residence Advisors and student staff by providing administrative coordination and participating on the selection committees.
Co-chairs the Residence Advisor Selection Committee on an annual basis; actively participates in recruitment of qualified applicants; ensures selection criteria is updated and improved; coordinates all candidate carousels, interviews, testing, scoring and role-plays. Participates in leadership training with each new Residence Advisor group and facilities event and activity planning training modules.
Assists the Assistant Director and Residence Advisors in the hiring, supervising and training of up to 8 part-time student staff per year. Allocates work, establishes priorities and shares responsibility for monitoring performance.
Troubleshoots difficult situations with stakeholders, and interpersonal problems between Residence Advisors, takes timely action to resolve issues. Refers difficult situations to the Assistant Director.
Publications and Marketing:
Produces flyers, advertisements, brochures, newsletters, forms and other related material.
Coordinates development and production of all long-stay student and Residence Advisor marketing materials and publications in print and electronic media.
Coordinates content upgrades and accuracy of department web site. Marquis responsibility to the Composer level.
Housing Department Computer Systems, Database, Records Management and Procedures:
Ensures all department computers are in good working order; performs basic troubleshooting, coordinates problem resolution as needed.
Identifies system and software upgrading needs and coordinates implementation; keeps abreast of technology changes as they affect the Housing Office through regular training and skills upgrading.
Enters data and maintains Banner Housing for long-stay students, manages student records. Develops and maintains related systems and workflows and trains others in their use.
Identifies department systems, business processes and policies requiring revisions and makes recommendations to Assistant Director for improvement. Works with internal and external consultants to build and implement. Trains other department employees on their use.
Residence On-Line Applications System:
Functional specialist for residence long-stay applications and rooms assignments
Coordinates custom design and provides on-going system maintenance of on-line residence applications system and related processes. Trains other department staff in its use.
Works closely with application designer and IT Services to ensure system consistently meets the needs of the Housing Department.
Related Duties:
Works collaboratively with Student Association and other BCIT departments to develop and implement community-based programs.
Responsible for department petty cash.
Assists Assistant Director with development, annual modifications and training of others regarding Housing Department Emergency Response Plan and Business Recovery Plan.
Assists as required in after-hours emergencies and crisis intervention.
Assists the Assistant Director as required and acts on behalf of Assistant Director in his/her absence.
Participates in Records Custodian training and remains current with record keeping practices, policies and procedures (both BCIT and FOIPOP).
Undertakes related duties as assigned, consistent with the job grade for this position.
Qualifications
Qualifications:
Completion of Grade 12, plus completion of specialized training programs of up to two years in duration (e.g., Diploma in Education or Tourism Management). Courses in event planning.
Two years’ general experience plus four years’ practical current experience in a related job inside or outside the Institute, including two years’ experience in a student residence, hotel or similar operation and two years’ experience working closely with young adults in a leadership or supervisory role.
Experience with event or activity planning for large groups, online reservation or application systems and previous experience in staff selection and training.
Intermediate training and experience with Microsoft Office products, (Word, Excel, and PowerPoint), database management, publishing software, cognos and Banner.
Experience as a functional specialist and in maintaining and upgrading systems
Excellent listening, oral and written communication skills.
Excellent interpersonal and conflict resolution skills,
A positive attitude, friendly, out-going personality, proven ability to build rapport and trust with young adults and to motivate employees.
Accurate keyboard skills to 50 wpm, plus experience taking minutes.
Previous cash handling and record keeping experience.
Ability to prioritize.
Excellent customer service, problem solving, organizational, attention to detail, follow-up and conflict resolution skills.
Demonstrated leadership, coaching and relationship building skills.
Ability to prioritize, plan, coordinate projects, exercise good judgment, remain calm, make decisions, trouble shoot, and problem-solve
Ability to multi-task with distractions and interruptions.
Ability to work effectively in a leadership and coaching role with individuals and teams.
Ability to work alone in an office.
Additional Information
BENEFITS OF WORKING AT BCIT:
Being a part of BC’s Top 100 Employers, and a member of the CCDI.
A generous Total Compensation package which includes extended health and dental benefits and a superb pension plan.
Eligibility for partial remote work upon Institute approval
Access to Professional Development Funds and opportunities for career development.
Increase your knowledge with Tuition waivers for BCIT courses.
Enjoy discounted access to our fitness facilities (including classes like Yoga and Zumba).
Additional Wellness and Employee Assistance programs.
Salary Range Salary grade 8: $54,753 – $59,521
Additional Salary Information
External hires are initially placed at the minimum of the salary range with progression to the maximum. Salary prorated based on percentage and term of appointment.
Position Details
Posting Category Administration
School/Service Area Student Operations
Campus Location Burnaby campus
Bargaining Unit BCGEU Support Staff
Job Status Temporary
Full-Time/Part-Time Full-Time
Number of Vacancies 1
Anticipated Start Date 04/11/0022
Anticipated End Date 11/24/2023
Competition Information
Competition Number 22B20
Competition Open Date 03/12/2022
Competition Close Date 03/26/2022
Open Until Filled?
Quicklink for Posting http://careers.bcit.ca/postings/5386
