Overview

Job Location:
St. Paul Main Campus

Founded in 1854, Hamline was the first university in Minnesota and among the first coeducational institutions in the nation. Hamline University provides a world-class education for undergraduate and graduate students. Our faculty, staff, and students cultivate an ethic of civic responsibility, social justice, and inclusive leadership and service.

Hamline University is an Equal Opportunity/Affirmative Action employer. Hamline University does not discriminate on the basis of race; color; religion; creed; sex; sexual orientation; gender identity; gender expression; national origin; marital status; familial status; status with regard to public assistance; membership or activity in a local human rights commission; disability; age; protected veteran status; or any other status protected by applicable law in its education or employment programs or activities. The University will provide reasonable accommodations to qualified individuals with disabilities.

JOB SUMMARY

The Operations Coordinator – Student Affairs is responsible for bringing together the operations and billing for the offices of residential life, dining and parking.  Together with the Director of Residential Life, Director of Dining Services and Director of Public Safety, the Operations Coordinator – Student Affairs is expected to assist in providing an inclusive living and learning environment for Hamline students. 

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

Residential Life

Administrative

  • Administer current ERP (Banner, Crystal, Workday), and Housing Management System (currently ErezLife). 
  • Responsible for entry of all housing and meal plan assignments.
  • Manage semester charges on student accounts, proof charges before activating online.
  • Enter active dates and term information into the University’s Data Management System.
  • Provide detailed records and information as requested by Assistant Director of Residential Life, Director of Dining Services and Associate Dean of Students.
  • Revise and update the online housing application for each term.
  • Manage distribution of housing and placement information to students.
  • Update housing rosters.
  • Greet, direct and handle all incoming calls and office visitors.
  • Maintain office files – both electronic and hard copy.
  • Give proper notification of suspensions, withdrawals, and non-registration.
  • Coordinate all residence hall, apartment, and house room assignments and respond to all room assignment inquiries.
  • Manage wait list for single rooms, apartment spaces, and houses.
  • Coordinate housing moves.
  • Work with students, Disability Services, and Facility Services to provide housing accommodations for students with disabilities.
  • Maintain databases for cancellations, contract release requests, and housing numbers.
  • Perform all other duties as assigned by the Associate Dean of Students.

Budget

  • Create student billing codes for housing, dining and parking.
  • Manage budget paperwork with an efficient file system.
  • Track invoices and verify accuracy.
  • Work with Dining Services to ensure accuracy of meal plan records.
  • Manage student billing to ensure all housing, meal plan, and parking charges are applied correctly to Student Accounts.
  • Calculate and apply charges for summer and break housing.
  • Submit purchase orders and requisitions as needed.
  • Calculate and revise fees for approved contract release requests.
  • Manage room and meal credits for resident assistants.
  • Verify and apply summer collaborative research credits.

Office Management

  • Maintain a timeline for marketing plans including coordinating the development and distribution of brochures, flyers, email invitation, signage and other marketing materials.
  • Assist in the editing of all housing related publications.
  • Provide break and closing information to residential life staff.
  • Coordinate and follow through on office mailings.
  • Produce reports, lists, labels, etc. to specific organizations, campus offices, resident assistants and government officials.
  • Coordinate student placement in halls.
  • Provide references to federal agencies and landlords.
  • Coordinate room and apartment selection.
  • Create census reports for fall and spring semesters.
  • Provide housing lists to government offices for elections and census information.
  • Coordinate the cleaning schedule of all vacant rooms during the academic year with facilities.

Supervision

  • Hire, train, and supervise student office assistants.
  • Along with the Assistant Director provide direction for the Summer Staff including Summer Area Coordinator.
  • Housing Coordination – Summer Housing and Early Arrivals.
  • Work closely with Marsden, Facilities Services, and Summer Conference Manager to identify the best rooms to use for summer housing.
  • Coordinate summer housing placement.
  • Identify spaces for summer conference use.
  • Communicate with coaches and other early arrival leaders about Residential Life policies and procedure.
  • Maintain a database for summer housing and early arrivals.
  • Provide summer housing/early arrival rosters for Marsden, Security, Physical Plant.

Keys and Card Access

  • Maintain accurate records of key codes.
  • Assist and Contribute to accuracy of all ID cards for housing, dining, and parking access.
  • Distribute keys to students who change rooms or lose keys.
  • Submit orders for all residence hall, apartment and residential house keys.
  • Submit orders for all re-coring of locks in the residence hall, apartments and residential houses.
  • Coordinate the process for key packets to be filled in preparation for opening.
  • Distribute, track, and collect bike room keys.
  • Assign and unassign access levels for students as needed.
  • Revise Time Periods and Access Levels for early arrivals, breaks and closing.
  • Create and run reports to monitor access to residence hall buildings.
  • Document processes.

Parking

Administrative

  • Coordinate all aspects of campus parking for faculty, staff, students and visitors including marketing, purchasing, distribution and billing
  • Responsible for all billing and revenue associated with parking across the campus
  • Coordinate with the Director of Public Safety for the management of parking enforcement and appeals process.

Public Safety / Anderson Center

Administrative

  • Create an inclusive and supportive academic environment within the Anderson Center
  • Create and distribute Anderson hours of operation
  • Hire, train, and supervise student desk leads and desk workers
  • Review and provide recommendations for Anderson Center policies and procedures
  • Coordinate all aspects of campus parking for faculty, staff, students and visitors including marketing, purchasing, distribution and billing
  • Responsible for all billing and revenue associated with parking across the campus
  • Coordinate with the Director of Public Safety for the management of parking enforcement and appeals process.

REPORTING RELATIONSHIPS

This position reports to the:  Director of Residential Life

This position does not supervise other employees.

This position supervises 4-6 student workers.

BUDGET MANAGEMENT RESPONSIBILITIES

This position is responsible for the following budget:  Operating Budget

Budget Range:  Revenue responsibilities:  $6,700,000+

REQUIRED KNOWLEDGE, SKILLS, ABILITIES AND KEY COMPETENCIES

  • Represent the Division of Student Affairs to students, faculty, staff, parents and visitors with excellent customer relations skills.
  • Excellent interpersonal communication skills.
  • Excellent presentation, written and verbal communication skills.
  • Outstanding organization and planning skills.
  • Proven ability to work under stress and tight deadlines.
  • Outstanding ability to multi-task and adapt to changing priorities and tasks, with frequent interruptions.
  • Strong attention to detail.
  • Be familiar and comply with the Family Educational Rights and Privacy Act (FERPA) and exercise best practices with regard to the maintenance of confidential student information.
  • Be familiar and comply with the Higher Education Opportunity Act (HEOA) and exercise best practices with regard to reporting college costs, graduation data, other consumer information, and emergency procedures and fire safety reports.
  • Be familiar with Americans with Disabilities Act and Section 504 of the Rehabilitation Act of 1973
  • Be familiar and comply with the Fair and Accurate Credit Transactions Act (FACTA) and exercise best practices with regard to the maintenance of confidential information.
  • Experience and sensitivity working with students from diverse backgrounds including people with disabilities
  • Regular use of Microsoft Office Suite, Google, Google Apps, Banner, Crystal, Workday reporting and various graphic design programs.
  • Ability to work with, navigate, learn, and use various forms of software and technology
  • Ability to work with confidential and sensitive materials and situations.

MINIMUM EDUCATION/EXPERIENCE

  • Bachelor’s degree
  • Three (3) years experience in Campus, Residential Life and housing operations in Higher Education or related field experience.
  • One to two (1-2) years experience in residential and/or student conduct
  • Working ability with computer operating systems and programs.

PREFERRED EDUCATION/EXPERIENCE

  • Master’s degree  
  • More than three (3) years in a higher education setting.
  • Working knowledge of Workday, ERezLife, google and/or microsoft systems, maxient, and/or billing systems

REQUIRED LICENSURE/CERTIFICATION/REGISTRATION

  • Not applicable.

WORKING CONDITIONS / EQUIPMENT

The following essential functions must be performed with or without a reasonable accommodation.

  • Must be able to work on a computer for extended period of time with or without reasonable accommodations
  • Ability to lift at least 25 pounds on an occasional basis with or without reasonable accommodations
  • Ability to travel to on and off campus locations

ADDITIONAL INFORMATION

  • This position is a full time, exempt (1.0 FTE) , 12 months a year.
  • Occasional evening and weekend work may be required.
  • Option to live on campus in order to serve an on call crisis response duty schedule, if available

All questions marked ‘Required’ need to be answered in order to submit the application. It is important that your application show all of the relevant education and experience you possess. Applications may be rejected if incomplete. If rejected, you must reapply for the position in order to be considered. A resume or curriculum vitae, a cover letter outlining your qualifications for and interest in the position, contact information for 3 current, professional references, as well as copies of transcripts (if required) must be uploaded with each application.