Special Note This is a full-time, overtime eligible position in Residential and Dining Services on the Olympia Campus of The Evergreen State College.

Position Purpose Under the general direction of the Director of Residential and Dining Services, coordinate the day-to-day operations of the room assignment process, oversee the front desk operations, and support the implementation of the larger room occupancy management program.

Nature and Scope Provide office and administrative support for professional staff in the department and manage and coordinate the activities of the front office, including the selection, training, and supervision of student assistants.

Work closely with other Residential and Dining Services (RAD) staff in a team environment to facilitate effective completion of tasks and assignments.

Essential Functions Coordinate the day-to-day operations for the Room Assignment Program approximately 40%

• Utilizing the housing occupancy management program to coordinate the day-to-day room assignment process.
• Assign students who are not auto assigned (by self or by computer), including specific student requests, ADA, early arrivals, mid-year / summer new residents, and residents living in interim housing;

monitor auto-assignment process for accuracy, including gender balance, proper gender appropriateness, and roommate requests.

• Update the central database to prepare keys and paperwork for check in / check out, complete paperwork, and database entry for room transfers, run reports for cancellations, manage a waitlist, create, and maintain a room assessment and cleaning process, and work closely with facilities to assure rooms are ready for new residents.
• Prepare billing by interpreting the housing agreement and verifying occupancy dates, then create billing paperwork for the Fiscal Specialist for calculations and entry into Banner;

check exiting residents for meal plans and provide updates to student accounts.

• Work closely with the maintenance staff to ensure the safety and security of Residential keys, including look up key information in the key database, provide information to staff, and assist with key inventory.
• Develop, update, and distribute rosters and vacancy lists that reflect changes in room occupancy.
• During the academic year, provide administrative support to Residential Life Staff for room transfers and assignments, including schedule appointments for Resident Directors, complete paperwork, and update records.
• Create and maintain a roster of empty rooms, coordinate with Resident Directors to determine which rooms are appropriate for residents, and maintain a spreadsheet that reflects room assessments and cleaning processes.
• Notify Fiscal Specialist when charges for damage, cleaning, lock changes, and other miscellaneous fees need to be added to student accounts.
• Manage office staff in providing check-in, check-outs, room transfer services, mailings, and phone calling.
• Coordinate the development of a room assessment and cleaning priority list throughout the academic year, including providing information to Facilities, gathering information from database, and sending information to students regarding room reservations, keys, etc.
• Work closely with Facilities to ensure room availability to new residents.
• Assist the IT and Operations Manager on developing marketing materials and marketing strategies to promote the housing program.

Manage and Coordinate Front Office approximately 40%

• Manage the Front Office for RAD.
• Supervise student assistants, including hiring, training, scheduling, assigning work, and addressing performance issues.
• Create and maintain a climate of excellence in service delivery.
• Ensure that information handling standards are maintained by remaining well informed of relevant legislation and policies, such as FERPA.
• Answer and refer questions via email and phone from residents, parents, and the public on RAD policies and procedures and other concerns.
• Purchase office supplies.

Administrative Support to the Director and other professional staff approximately 20%

• Provide administrative support to the Director, including manage calendar, coordinate meeting arrangements, process and maintain confidential and sensitive materials, and screen, prioritize, and distribute mail.
• Compose and draft reports, documents, and correspondence for the RAD management team and take minutes of selected meetings.
• Serve as the records keeper for the department ensuring that both electronic and paper records are safely maintained, in a highly organized and easily understood manner, and are destroyed or archived according to schedule.
• Assist the Director and other members of the management team by conducting assigned research on various policies, regulations, and procedures such as RCW’s and WAC’s.
• Periodically research trends and best practices through various professional associations and similar organizations and present findings in a well-organized and concise fashion.
• Compose and edit text for department documents, publications, and correspondence.
• Attend and participate in the full-time and front office staff and assignments steering committee meetings; attend other staff meetings as need arises.
• Provide support for travel documents and procedures.

Additional Duties

Perform related duties as required.

Knowledge Skills and Abilities Technical

• Ability to coordinate the room scheduling program with skill in managing multiple different processes and variables concurrently.
• Ability to provide administrative support to the Director, including draft correspondence, manage appointments and calendar, receive and prioritize incoming mail and phone calls, etc.
• Ability to supervise the work of others, including hiring, training, scheduling, assigning work, and addressing performance issues.
• Knowledge of applicable WAC’s, RCW’s, policies, and procedures.
• Knowledge and skills in internet research and the skill and ability to conduct basic research and prepare reports including the analysis, organization, and effective presentation of quantitative data such as occupancy patterns and survey data.
• Excellent written communications skills, including editing, writing, and proofreading.
• Skill in and ability to use Microsoft Office 365 (Outlook, Word, Excel, Teams, PowerPoint, etc.),databases, such as Banner, the housing occupancy management program, and the key database.
• Ability to create and maintain multiple electronic and paper information files.
• Advanced knowledge of office equipment, personal computer, printer, 10 key calculator, telephone, copier, etc.
• Working knowledge of higher education issues, policies, practices, and support systems for students and staff.
• Ability to occasionally work non-standard shifts as some evening and / or weekend work is required.

Behavioral

• Ability to work independently in organizing, planning, and prioritizing work.
• Ability to work in a team setting and effectively interact with diverse staff, faculty, students, parents, college administrators, and the public.
• Ability to set, respond to, and work effectively within specific timelines.
• Ability to prioritize unanticipated requests.
• Possess a high degree of accuracy and attention to detail.
• Ability to organize and manage multiple competing and complex tasks efficiently.
• Ability to solve problems creatively and collaboratively.
• Possess and display a high degree of diplomacy.
• Ability to maintain a high degree of confidentiality.
• Excellent interpersonal, customer service, and public relations skills.
• Ability to think through proposed solutions to problems, identify important and relevant questions, and make suggestions for improvement.
• Ability to plan, execute, and complete projects in a timely fashion.
• Ability to establish and maintain good working relationships with other areas and staff on campus.

Minimum Qualifications Desired Qualifications

Three years of applicable experience, preferably in a higher education and / or housing setting.

Conditions of Employment

• Must provide proof of identity and employment eligibility within three days of beginning work.
• This position is part of a bargaining unit and covered by a collective bargaining agreement.
• Prior to a new hire, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant’s suitability and competence to perform in the position.
• Prior to an official offer of employment, a Declaration Regarding Sexual Misconduct form must be submitted to the college per RCW 28B.

112.080. The college will contact current and past employers to verify this information. Applicants who provide inaccurate information in their declaration will be disqualified and, if the inaccuracies are discovered after the applicant has been hired, it shall be grounds for termination.

• Must work occasional evenings and / or weekends.

Last updated : 2024-05-18