Coordinator, Housing Assignments

Position Summary:
The Coordinator for Housing Assignments is part of Housing and Residential Experience in the Student Affairs division at Vanderbilt University and is a key individual contributor serving as a liaison between students, parents, and internal university departments to ensure a positive residential experience and efficient housing operations. Reporting directly to the Assistant Director of Housing Assignments, the Coordinator for Housing Assignments partners regularly with Residential Experience, Student Care Coordination, the Center for Student Wellbeing, Student Accountability, Community Standards and Academic Integrity, and Student Access on student matters as they pertain to their housing assignment. #VUrecruitIND
This is a full-time, exempt, onsite role. Need for evenings/weekends may occasionally be required.

About the Work Unit:
Housing Assignments and Operations is responsible for occupancy management of Vanderbilt’s on-campus residence halls. Our office works to ensure that students are assigned to housing that best meets their needs through a fair and consistent process. Our team collaborates with various offices inside and outside of Student Affairs including Residential Experience, Housing Facilities, Housing Finance, Student Care Coordination, Center for Student Wellbeing, Student Access Services, and Residential Colleges. In addition, our office works to coordinate numerous logistical efforts including move-in, move-out, and transitions between terms, and is responsible for all aspects of billing within Housing and Residential Experience.

About Student Affairs:
Student Affairs serves a central role in student learning and development at Vanderbilt, advancing the University’s mission of teaching, research, and service by fostering academic and social networks through which students develop as intentional learners and global citizens. Student Affairs creates opportunities to involve students, faculty and staff in diverse learning communities and provides a critical support structure for enriching the overall student experience. We achieve these ends through strategic alignment, both internally and in concert with other university departments. We care deeply. We educate completely. We lead with excellence. Diversity, equity, inclusion, and mental health are top priorities for the institution and by extension the offices of Student Affairs. Our staff are committed to continued growth in knowledge, awareness, skills, and experience engaging with these priorities in a higher education environment.

Key Functions and Expected Performance:
Student Assignment Processes and Occupancy
• Support the Director and Assistant Director of Housing Assignments with the management of various upper-division student housing assignment processes including assigning new and returning spring semester students, May and summer session students, and students seeking reasonable accommodation.
• Coordinate with Residential Experience to assist with the application and assignment processes for the Mayfield and McGill living learning communities.
• Collaborate with Residential Experience to process room change requests for first-year and upper-division students.
• Maintain accurate housing occupancy records in housing database for occupancy reports, room assignments, check-in/out processes and related correspondence with current and future students.
• Identify and distinguish reporting needs between various groups and functional users to prioritize and deliver reports accordingly.
Operational Duties
• Manage the department email inbox by providing clear, accurate and timely responses.
• Support customer service efforts, ensuring prompt, high-quality service for students, parents, and campus partners, including triaging and responding to housing inquiries or issues that arise through various platforms and in-person interactions.
• Assist with the logistics for student move in and move out, including coordinating staff volunteer assignments, giveaways, and other tasks as assigned.
• Assist with the various break period (Thanksgiving, Winter, Spring, and Commencement) housing processes including vetting of requests and reporting.
• Partner with Housing Administration to design and distribute internal and external communications to students, families, staff, and other key stakeholders.
Divisional Responsibilities
• Serve on divisional committees and working groups to enrich the experience and resources available to staff across the division.
• Participate in division wide events as needed (Move-In Day, Rites of Spring, Diverse ‘Dores Day, MLK Day, etc.) to support colleagues and ensure these events run smoothly.
• Maintain an understanding of institutional and departmental financial policies related to areas such as travel, procurement, expense, and time reporting to ensure compliance and proper stewardship of university resources.
• Demonstrate a willingness to support colleagues across the division in order to encourage the implementation or fulfillment of divisional goals and strategic priorities.

Supervisory Relationships:
This position has no supervisory responsibility.

Education and Certifications:
• A bachelor’s degree from an accredited institution is necessary.
• A master’s degree from an accredited institution is preferred. A degree focusing in Higher Education Administration or College Personnel Services is preferred.

Experience and Skills:
• At least 2 years of relevant experience in residential higher education is necessary.
• Experience working with a student housing software database (THD and/or StarRez) is strongly preferred.
• Excellent written and verbal communication skills, an ability to pay great attention to detail for accuracy, and an ability to prioritize tasks to meet deadlines is necessary.
• Strong collaboration and partnership-building skills, with the ability to work effectively with various campus departments and community stakeholders is necessary.
• Strong organizational skills and the ability to handle multiple tasks simultaneously is necessary.
• Experience working with students from diverse backgrounds attending a highly selective institution with a board range of campus groups, departments and organizations is preferred.
• Strong problem-solving skills and interpersonal/human relations skills including ability to develop and cultivate professional relationships is preferred.
• Ability to work both independently and collaboratively as part of a team is necessary.
• Ability to remain calm, professional, and productive while interacting with individuals displaying intense emotions is necessary.
• Ability to respond promptly, directly, and effectively to internal and external inquiries and requests for service while managing competing demands is necessary.