University of California, Santa Barbara

UCSB Residential & Community Living is responsible for the overall student life program in 8 residence halls and 9 apartment complexes (10,000+ residents) with a focus on student development and leadership programs, and conduct and accountability.. UCSB Campus Security Authority under Clery Act. Monitors eligibility, compliance and payment for residents that receive housing assistance payments through the Housing and Urban Development (HUD) department in conjunction with HUD agencies from both the city and county of Santa Barbara.. Coordinates assignments for special guarantee and/or priority applicants (faculty, special fellowship recipients, students with disabilities, veterans, foster youth, etc.). Coordinates processes with other departments requiring collaborative efforts including Dining Services (meal plan uploads), US Post Office (Post Office Box assignments), UCen (Plus Plan Dollars) electronic key access, Mail Services (Santa Catalina and San Clemente mailbox assignments), Police Department (assignment records), Financial Aid Office (financial aid budget) and Transportation and Parking Services (eligibility).

services coordinator

Payroll Title: BLANK AST 3
Job Code: 4722
Job Open Date: 2/23/2024
Application Review Begins: 3/11/2024
Department Code (Name): DSRS- Residential and Community Living
Percentage of Time: 100%
Union Code (Name): CX- Clerical Union
Employee Class (Appointment Type): Career
FLSA Status: Non-Exempt
Salary Grade: N/A
Hiring/Budgeted Salary or Hourly Range: The budgeted salary range that the University reasonably expects to pay for this position is $27.29 - $33.49/hr
Full Salary Range: The full salary range for this position is $27.29 - $39.12 Salary offers are determined based on final candidate qualifications and experience; the budget for the position; and the application of fair, equitable, and consistent pay practices at the University.
Work Location: University Center
Working Days and Hours: Mon- Fri 8am - 5pm
Benefits Eligibility: FULL Benefits
Type of Remote or Hybrid Work Arrangement if applicable: Hybrid - up to 2 days a week remote
Special Instructions
For full consideration, please include a resume and a cover letter as part of your application.
Department Marketing Statement
UCSB Residential & Community Living is responsible for the overall student life program in 8 residence halls and 9 apartment complexes (10,000+ residents) with a focus on student development and leadership programs, and conduct and accountability. In addition, R&CL is responsible for resident placement through the University & Community Housing Services Office.
Benefits of Belonging
Working at UC means being part of this vibrant institution that shines a light on what is possible. People make UC great, and UC recognizes your contributions by making this a great place to work. Excellent retirement and health are just one of the rewards. Learn more about the benefits of working at UC and why You Belong at UC .
Brief Summary of Job Duties
The Housing Services Coordinator is responsible for processes including applications, waiting lists, contract distribution, space allocation, billing and collection for over 9,000 residents annually in 14 diverse buildings and complexes. Provides excellent service and counsels a diverse population of clients regarding application processes, availability, eligibility, policies, procedures, conflict resolution and problem solving for Residence Halls, Undergraduate Apartments, Graduate Apartments, Family Student Housing and Summer Session Housing.
Required Qualifications
High school diploma or equivalent experience
Good verbal and written communication skills, critical thinking, multi-task and time management skills.
Preferred Qualifications
Bachelor's Degree
1-3 years Prior experience working with University Housing Preferred
Special Conditions of Employment
* UCSB Campus Security Authority under Clery Act
* Satisfactory conviction history background check
* UCSB is a Tobacco-Free environment
Job Functions and Percentages of Time:
25% Application Processes Processes general housing applications by type of facility. Determines eligibility of applicants using judgment based on data base information, personal interviews conducted by the Representative, and supporting documentation supplied by applicants. Interprets all data in order to adhere to policies. Evaluates continued eligibility, investigates possible eligibility infractions, and monitors residents' length of stay. Informs residents, at appropriate intervals, of contract termination dates and negotiates appropriate considerations for extensions when necessary, ensuring fairness and availability. Manages complex waiting lists for all areas of university-owned housing including Residence Halls, Family Student Housing, Undergraduate Apartments and Graduate Apartments analyzing a variety of factors including availability, need, differing levels of priority, and eligibility. Utilizes a high degree of judgment to maintain the integrity of policies, the highest level of occupancy, while also providing a high level of customer service and satisfaction. Monitors eligibility, compliance and payment for residents that receive housing assistance payments through the Housing and Urban Development (HUD) department in conjunction with HUD agencies from both the city and county of Santa Barbara. 20% Placements and Records - Coordinates all move-ins, move-outs, vacancies, apartment condition, turnover schedules and room transfers with Administrative Services, Residential Operations, Community Living and other pertinent staff to provide smooth, accurate and efficient service. Negotiates contract allocation throughout the year based on availability, eligibility and priority to maintain highest possible occupancy. Determines terms with applicants and coordinates contracting, move-in and payment. Verifies all relevant documentation, processes completed contracts and coordinates all details with appropriate Administrative Services, Residential Operations and Community Living staff. Coordinates assignments for special guarantee and/or priority applicants (faculty, special fellowship recipients, students with disabilities, veterans, foster youth, etc.) to meet their unique and individual needs. Manages all arrangements for units allocated to visiting faculty and other special campus visitors, such as the Kavli Institute for Theoretical Physics. Works with a variety of departments to both support visitors to UCSB as well as to maintain maximum occupancy in designated apartments. Organizes and maintains current and historical resident files to comply with university record retention policies. Provides verification and/or references for current and past residents in accordance with FERPA regulations. Collaborates with the Community Housing Office and utilizes other avenues to maintain maximum occupancy. Produces resident roster reports quarterly as well as other resident reports to support the needs of various staff and campus departments. 20% Billing, Account Management and Reconciliation - Initiates weekly, monthly, quarterly and yearly rent charges to bill for a complex a number of (70+) payment options for residents' room and/or board, as well as various security deposits, association fees, late fees, cleaning and damage charges. Interprets billing accounts for residents, counsels residents in resolving billing issues, and collaborates with Business Services and the BARC Office for issues related to billing issues and problems, to encourage and support prompt and accurate payments. Follows up on delinquent accounts, counsels students on billing and payment matters and establishes reasonable payment plans with residents to meet individual needs. Issues late rent letters, legal "three-day notices" and initiates eviction proceedings when necessary. Monitors and initiates record updates for meal plan changes, payment plan changes, room changes and contract cancellations; advises residents of proper procedures specific to their individual circumstances in order to provide accurate and efficient service. Coordinates processes with other departments requiring collaborative efforts including Dining Services (meal plan uploads), US Post Office (Post Office Box assignments), UCen (Plus Plan Dollars) electronic key access, Mail Services (Santa Catalina and San Clemente mailbox assignments), Police Department (assignment records), Financial Aid Office (financial aid budget) and Transportation and Parking Services (eligibility). 25% Advising, Information and Outreach - Advises residents, prospective residents, Job Standards, staff and others on all housing and contractual issues, responding to written, email, telephone and in-person inquiries. Examines confidential residency issues/concerns (such as health, disability, family issues, etc.) and attempts to resolve to support unique individual needs. Makes judgments to pursue resolution and/or coordinate referrals to a variety of other campus departments or channels when appropriate, requiring knowledge of departmental and campus policies, procedures and resources. Accepts and processes requests for exceptions to provide reasonable flexibility while maintaining the integrity of relevant policies. Advises residents on policies and potential options for exceptional requests. Uses independent judgment to either approve exceptions or refer requests to Exceptions Committee. Performs intake with residents who are having roommate/neighbor/facilities difficulties. Utilizes independent judgment, conflict resolution skills and problem solving skills to diffuse heated issues, manage stressful situations and resolve difficulties. Determines when issues should be appropriately referred to other stakeholders. Coordinates tours for Preview Day, Spring Insight and other campus events as needed to support recruitment and retention efforts. Identifies resident volunteers for room/apartment tours, develops schedule, and communicates with the Visitors' Center. Co-trains volunteers, Resident Directors, Assistant Resident Directors, Complex Coordinators, Assistant Complex Coordinators, Resident Assistants and Desk Attendants regarding tour information. Suggests, drafts and/or reviews relevant and timely information for department website, resident websites, Facebook pages and other tools to supply residents and prospective residents with continuously accurate and up to date information. Serves as a resource for general contract/resident information to Assistant Directors, Resident Directors and Complex Coordinators. 10% Committee Work and Misc. - Serves on the Apartment Turnover Committee, the Housing Exceptions Committee and other unit and department committees as needed. Supports the development and maintenance of a work environment conducive to meeting departmental and campus purpose statements and missions. Initiates communication directly with co-workers and/or supervisor to improve and clarify working relationships, to identify problems and concerns, and to facilitate resolution of work-related issues. Participates in on-going training and development as appropriate to maintain knowledge and skills required for success.
UC Vaccination Programs Policy - With Interim Revisions
As a condition of employment, you will be required to comply with the University of California Policy on Vaccination Programs - With Interim Revisions.*
As a condition of Physical Presence at a Location or in a University Program, all Covered Individuals** must participate in any applicable Vaccination Program by providing proof that they are Up-to-Date with any required Vaccines or submitting a request for Exception in a Mandate Program or properly declining vaccination in an Opt-Out Program no later than the Compliance Date (Capitalized terms in this paragraph are defined in the policy.). Federal, state, or local public health directives may impose additional requirements.
For more information, please visit:
* UC Santa Barbara COVID-19 Information https://www.ucsb.edu/COVID-19-information
* University of California Policy on Vaccinations - With Interim Amendments https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy
* Note: The Policy on Vaccination Programs - With Interim Revisions was updated effective August 16, 2023. A systemwide review of this policy will take place in Fall 2023 with an expected issuance/effective date in early 2024.
* * Covered Individuals: A Covered Individual includes anyone designated as Personnel or Students under this Policy who physically access a University Facility or Program in connection with their employment, appointment, or education/training. A person accessing a Healthcare Location as a patient, or an art, athletics, entertainment, or other publicly accessible venue at a Location as a member of the public, is not a Covered Individual.
Equal Opportunity/Affirmative Action Statement
UC Santa Barbara is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law .
Reasonable Accommodations
The University of California endeavors to make https://jobs.ucsb.edu accessible to any and all users. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please contact Katherine Abad in Human Resources at 805-893-4664 or email katherine.abad@hr.ucsb.edu. This contact information is for accommodation requests only and cannot be used to inquire about the status of applications.
Privacy Notification Statement and Notice of Availability of the UCSB Annual Security Report Disclosures
Application Status
If you would like to check the status of your application, please log into the Candidate Gateway where you applied and click on 'my activities'. #J-18808-Ljbffr

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