Housing Assignments Coordinator
Santa Clara University
Housing Assignments Coordinator
Santa Clara University
$28.03 - $33.65 per hour; Compensation will be based on education, experience, skills relevant to the role, and internal equity.
A. OVERVIEW
As part of Auxiliary Services at Santa Clara University, Housing Services manages university owned housing for approximately 3,600 undergraduate, graduate, and law students, as well as live-on faculty and staff, and University visitors, across 16 residence halls, 20 off-campus homes, and two apartment complexes. Housing Services is responsible for housing assignments, operations, facilities oversight, and investment in residential facilities. With a strong focus on collaboration, Housing Services works in partnership with Residential Learning Communities (RLCs), the Office of Residence Life, Conference Services, and other campus departments to coordinate residential and summer programs and support a positive on-campus living experience that promotes student engagement, community, and well-being.
B. POSITION PURPOSE
The Housing Assignments Coordinator supports the administration of housing assignments and related processes for undergraduate, graduate, and professional students. Reporting to the Assistant Director, Housing Assignments, the Coordinator carries out established procedures for housing applications, room assignments, waitlists, room changes, cancellations, summer housing, and Neighborhood Unit assignments.
The Coordinator serves as a primary point of contact for students, families, and campus partners regarding housing assignments inquiries, maintains accurate housing records, monitors assignment activity and occupancy, and coordinates assignment-related tasks with other University departments. The position requires strong organizational skills, attention to detail, customer service, and the ability to manage recurring processes and deadlines. The Coordinator consults with the Assistant Director regarding exceptions, complex requests, and matters requiring interpretation of University policy or administrative judgment.
C. ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Housing Assignments
• Process housing applications, room assignments, roommate requests, waitlists, and assignment changes in accordance with established procedures and timelines.
• Assist with undergraduate, graduate, and law student assignment processes,
including continuing student room selection.
• Coordinate administrative tasks for undergraduate summer housing, Neighborhood Unit assignments, and Early Arrival, including tracking applications, updating records, preparing rosters, and communicating established procedures.
• Process routine room changes, cancellations, and related requests, referring
exceptions and complex cases to the Assistant Director.
• Update assignments and related records when rooms become unavailable due to maintenance or other operational needs, using information provided by Housing Facilities & Operations and following established procedures.
• Assist with temporary housing placements and student relocations as directed by the Assistant Director or other designated staff.
• Prepare assignment information and support materials for move-in, move-out, room selection, and other major housing transitions.
2. Process Coordination
• Follow established assignment procedures, calendars, checklists, and documentation standards.
• Track recurring questions, processing challenges, and student service issues. Share observations and suggested improvements with the Assistant Director.
• Monitor occupancy, waitlist activity, cancellations, and housing utilization to identify trends and support operational planning and decision-making.
• Assist with preparing materials and completing administrative tasks for annual assignment cycles and summer operations, documenting process updates as directed.
• Provide support during peak periods, including room selection, move-in, move-out, and other high-volume housing activities.
3. Systems & Data Management
• Maintain and verify housing assignment information in StarRez, Illumia, and other designated systems.
• Conduct routine data checks and reconcile records to support accurate student, room, occupancy, and dining information.
• Prepare housing rosters, reports, lists, and other routine documentation for the Assistant Director and campus partners.
• Track application deadlines, assignment milestones, cancellations, and other activity using established reporting procedures.
• Identify data discrepancies, system issues, and recurring processing errors and bring them to the Assistant Director's attention.
• Assist with testing system updates, documenting workflows, and maintaining
assignment procedures and reference materials.
4. Customer Service & Campus Collaboration
• Serve as a primary contact for routine student, family, and campus partner, triaging questions regarding housing applications, assignments, room selection, deadlines, and established procedures.
• Work closely with Housing front desk staff to ensure assignments information is communicated clearly, accurately, consistently, and in a timely manner, in accordance with established communications and messaging.
• Coordinate with other Housing Services staff to maintain accurate information and consistent service to students.
• Coordinate assignment-related information and routine requests with Admission offices, Athletics, Dining Services, the Office of Accessible Education, Orientation, Residence Life, and other campus partners, as applicable.
• Refer questions involving policy interpretation, exceptions, sensitive circumstances, or decisions outside established procedures to the Assistant Director or appropriate University office.
• Assist with housing communications, presentations, orientation activities, outreach, and other educational initiatives related to housing processes and services.
5. Other Duties as Assigned
D. PROVIDES WORK DIRECTION
This role provides work direction and supervision to student employees, including training, performance feedback, and scheduling to ensure effective service delivery and operational coverage.
1. Provide direction and guidance to student employees, establishing expectations and aligning work with departmental and University goals.
2. Train student employees on housing processes, systems, customer service standards, and operational procedures. Support ongoing learning and development.
3. Monitor performance, provide coaching and feedback, address performance concerns, and conduct evaluations as appropriate.
4. Foster a positive, inclusive, and collaborative work environment that promotes accountability, teamwork, and high-quality service.
E. GENERAL GUIDELINES
1. Recommend and implement service improvements and process efficiencies.
2. Identify operational issues, assess root causes, and recommend improvements to established processes and practices.
3. Solicit feedback from students, families, and campus partners to inform service improvements.
4. Improve productivity through effective tools, training, and performance practices.
5. Research and develop resources to support efficient workflows.
6. Monitor operational progress, maintain accurate and timely records, and communicate project status and deviations from goals to the supervisor.
7. Prepare reports and updates as requested or required.
8. Develop and implement procedures and guidelines to support unit operations.
F. QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred.
This position requires the ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment and to promote and contribute to an inclusive and respectful workplace.
1. Knowledge
• Knowledge of and commitment to the mission and values of Jesuit higher education.
• Knowledge of higher education, student services, housing, or residence life in a higher education setting.
• Familiarity with administrative processes, customer service, and accurate
recordkeeping.
• Proficiency in Microsoft Office, Google Workspace, and web-based applications.
2. Skills
• Strong organization and time management skills.
• Attention to detail and accuracy when processing information.
• Clear written and verbal communication.
• Customer service and interpersonal skills.
• Ability to maintain organized records and follow established procedures.
• Basic data management and reporting skills.
• Proficiency with common office software and the ability to learn new administrative systems.
3. Abilities
• Ability to manage recurring tasks, prioritize competing deadlines, and follow processes consistently.
• Ability to recognize discrepancies, resolve routine issues, and seek guidance when a situation falls outside established procedures.
• Ability to handle confidential student information appropriately.
• Ability to respond professionally to students, families, colleagues, and campus partners, including de-escalating challenging situations and addressing urgent concerns appropriately.
• Ability to adapt to changing priorities and support peak operational periods, including occasional evenings or weekends as needed.
4. Education
• Bachelor’s Degree required.
5. Years of Experience
• 1-2 years of relevant experience in a university setting, student services, housing, residence life, or administrative support. Undergraduate or graduate housing experience may be considered.
• Customer service experience preferred.
G. PHYSICAL DEMANDS
The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. In accordance with the Americans with Disabilities Act, as amended, the California Fair Employment and Housing Act, and all other applicable laws, SCU provides reasonable accommodations for qualified persons with disabilities. A qualified individual is a person who meets skill, experience,
education, or other requirements of the position, and who can perform the essential functions of the position with or without reasonable accommodation.
1. Considerable time is spent at a desk using a computer terminal.
2. May be required to travel to other buildings on the campus
3. May be required to attend conference and training sessions within Bay Area or in- or outof-state locations
4. May be required to occasionally travel to outside customers, vendors or suppliers.
H. WORK ENVIRONMENT
The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job.
1. Typical office environment
2. Mostly indoor office environment with windows
3. Offices with equipment noise
4. Offices with frequent interruptions.
No Flexible Work Arrangement: This role requires on-site availability to provide direct, student-facing support and maintain continuity of Housing Services operations. The position is not eligible for a Hybrid or Flexible Work Schedule.
Telecommute
Santa Clara University is registered to do business in the following states: California, Nevada, Oregon, Washington, Arizona, and Illinois. Employees approved to telecommute are required to perform their work within one of these states.
EEO Statement
Equal Opportunity/Notice of Nondiscrimination
Santa Clara University is an equal opportunity employer. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, ethnicity, national origin, citizenship, ancestry, religion, age, sex, sexual orientation, gender, gender expression, gender identity, marital status, parental status, veteran or military status, physical or mental disability, medical conditions, pregnancy or related conditions, reproductive health decision making, or any other characteristic protected by federal, state, or local laws. For a complete copy of Santa Clara University’s equal opportunity and nondiscrimination policies, please visit the Office of Equal Opportunity and Title IX website at https://www.scu.edu/title-ix/.
Clery Notice of Availability
Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please visit the Campus Safety Services website. To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.
Americans with Disabilities Act
Consistent with its obligations under the law, Santa Clara University will provide reasonable accommodations to applicants and employees with disabilities. Applicants who wish to request a reasonable accommodation for any part of the application or hiring process should contact the Department of Human Resources ADA Team at [email protected] or by phone at (408)554-4392. Please note: This contact information is intended for accommodation requests only. Resumes or inquiries about application status sent to this inbox will not be reviewed or forwarded. For resumes or questions regarding application status, please contact [email protected].
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