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Job Summary

Reporting to the Senior Director of University housing performs duties under general supervision and takes work lead direction from the Senior Assistant Director for Residential Administrative Services, the Assignments Specialist is responsible for administration of all aspects of student room assignments within the SJSU residence halls and apartments.  This includes Room Assignments Coordination, Returning Resident Process Coordination, Occupancy Management, Database Management, Processing adjustments and changes, Wait List coordination, and Lead work direction for the Assignments Coordinator.  This position provides after hours response to assignments, booking and parking related issues that require immediate response.

Key Responsibilities

• Oversees residence hall and apartment, and Faculty/Staff assignment processes for approximately 5,000 bed spaces.
• Assists with overall planning, coordination and implementation of the annual Returning Resident process, for over 2000 current residents.
• Responsible for ensuring that current residents understand the Returning Resident process through communication with residents by email, phone and in person, including meeting with residents to assist with their applications and room selection, over a 2 month time frame.
• Working in conjunction with Conference Services, identifies and blocks space for groups who may be utilizing academic year space. Will process necessary steps in StarRez to ensure proper assignment and tracking of these groups.
• Oversees room changes, and room change process, and collaborates with Residential Life staff to complete room changes.
• Oversees all waiting lists for all residents, fall and spring.
• Responds to student and parent inquiries regarding assignment information, concerns, room changes, parking, and waiting list information and concerns.
• Responds to after-hour assignment requests in the evening and weekends, regarding move in, check out, early arrivals, emergency moves and parking access.
• Maintains records on Housing database to insure maximum occupancy of residential facilities.
• Maintains assignments related components (room booking, parking, meal plan) of the resident management database which hold accounts for over 5,000 residents
• Performs room type configurations in order to complete room assignments.
• Performs gender type configurations for assignments, including RA spaces, international students and athletes.
• Oversees coordination of parking permit request forms received throughout the year, as well as during the returning resident process, fall application, and the summer application process.
• Oversees spaces available, including regular parking, disabled parking, and motorcycle parking, and all parking spaces at I House, located off campus.
• Oversees resident’s records in the housing database to reflect permit information after assignment has been made.
• Provides monthly updated parking reports to UHS staff, the campus Parking office, and UPD.
• Oversees and coordinates student assistants, including hiring, training, supervision and evaluation.
• Provides supervision, training and evaluation to the Assignments Coordinator for all aspects of the Assignments area.
• Coordinates all waitlists in the housing database for residents, including returning resident waitlist, new student waitlist for apartments, new student waitlist for traditional spaces, studio waitlist and parking waitlist.
• Provides training to all ResLife and Administrative staff on the room change and room swap process.
• Provides training to Athletics staff members on assignment processes including applications for fall and spring, room changes, and the returning resident process.
• Trains Assignments Coordinator on all assignment processes.

Knowledge, Skills & Abilities

• Excellent written and oral communication skills.
• Ability to lead projects from conception to implementation.
• Ability to handle a high degree of customer contact surrounding potentially emotional/controversial issues and deal with conflict while maintaining a sense of perspective.
• Ability to clearly answer questions and explain procedures and policies to students and the public in an efficient and courteous manner, apply judgment, discretion and initiative in performing a variety of tasks.
• Ability to maintain confidentiality and appropriately handle sensitive communications for students, staff, and external agencies.
• Ability to understand, interpret, and apply policies and regulations in specific situations to analyze and solve organizational and operating problems related to student and residential community housing needs.
• Ability to perform complex tasks involving independent judgment and ability to plan, coordinate, and initiate actions necessary to implement administrative or group decisions or recommendations.
• Thorough knowledge of word processing, spreadsheet, and database software.
• Excellent written and oral communication skills.
• Knowledge of how a database interacts with business practices, and financial operations of a typical business.
• Ability to work with database systems to pull fields or records for reporting or transferring data to other databases.
• Ability to compose and appropriately format correspondence and business reports using appropriate English grammar, punctuation and spelling.
• Ability to exercise appropriate judgment and perform duties and responsibilities in the absence of close supervision.
• Thorough knowledge of office systems and ability to use broader range of technology, systems, and packages.
• Ability to understand roles and responsibilities of student and staff members and to provide guidance for staff members in a functional unit.
• Ability to communicate with constituents in a professional and respectful manner.

Required Qualifications

• A bachelor's degree and/or equivalent training.
• Four years of administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.            

Preferred Qualifications

• Bachelor’s Degree in Business, Hospitality Management, Education or a related field
• Experience performing room assignment booking functions.
• Experience providing oversight of an administrative operation and/or process.
• Experience supervising professional staff.  
• Database experience.
• Experience working in an educational and/or residential setting.
• Experience working residential property management. 

Compensation

Classification: Administrative Analyst/Specialist – Exempt II
Anticipated Hiring Range: $6,339/month - $6,825/month
CSU Salary Range: $5,273/month - $9,537/month

San José State University offers employees a comprehensive benefits package typically worth 30-35% of your base salary. For more information on programs available, please see the Employee Benefits Summary.

Application Procedure

Click Apply Now to complete the SJSU Online Employment Application and attach the following documents:

• Resume
• Letter of Interest

All applicants must apply within the specified application period: May 28, 2024 through June 11, 2024. This position is open until filled; however, applications received after screening has begun will be considered at the discretion of the university.

Contact Information

University Personnel
jobs@sjsu.edu
408-924-2252

CSU Vaccination Policy

The CSU strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications and comply with other safety measures established by each campus. The system wide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to jobs@sjsu.edu.

Additional Information

Satisfactory completion of a background check (including a criminal records check) is required for employment. SJSU will issue a contingent offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was offered the position on a contingent basis.

The standard background check includes: criminal check, employment and education verification. Depending on the position, a motor vehicle and/or credit check may be required. All background checks are conducted through the university's third party vendor, Accurate Background. Some positions may also require fingerprinting. SJSU will pay all costs associated with this procedure. Evidence of required degree(s) or certification(s) will be required at time of hire.

SJSU IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (e.g. H1-B VISAS)

All San José State University employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. Incumbent is also required to promptly report any knowledge of a possible Title IX related incident to the Title IX Office or report any discrimination, harassment, and/or retaliation to the Office of Equal Opportunity.

Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act and Campus Housing Fire Safety Notification: 

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Annual Security Report (ASR) is also now available for viewing at https://www.sjsu.edu/clery/docs/SJSU-Annual-Security-Report.pdf. The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and Sexual Assault prevention information, and information about drug and alcohol prevention programming. The ASR also contains statistics of Clery crimes for San José State University locations for the three most recent calendar years. A paper copy of the ASR is available upon request by contacting the Office of the Clery Director by phone at 408-924-1501 or by email at clerycompliance@sjsu.edu.

Pursuant to the Higher Education Opportunity Act, the Annual Fire Safety Report (AFSR) is also available for viewing at https://www.sjsu.edu/clery/docs/SJSU-Annual-Fire-Safety-Report.pdf. The purpose of this report is to disclose statistics for fires that occurred within SJSU on-campus housing facilities for the three most recent calendar years, and to distribute fire safety policies and procedures intended to promote safety on Campus. A paper copy of the AFSR is available upon request by contacting the Housing Office by phone at 408-795-5600 or by email at uhs-frontdesk@sjsu.edu.

Campus Security Authority - In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act) and CSU systemwide policy, this position is subject to ongoing review for designation as a Campus Security Authority. Individuals that are designated as Campus Security Authorities are required to immediately report Clery incidents to the institution and complete Clery Act training as determined by the university Clery Director.

Equal Employment Statement

San José State University (SJSU) is an Equal Opportunity/Affirmative Action employer committed to nondiscrimination on the basis of age, ancestry, citizenship status, color, creed, disability, ethnicity, gender, genetic information, marital status, medical condition, national origin, race, religion or lack thereof, sex, sexual orientation, transgender, or protected veteran status consistent with applicable federal and state laws. This policy applies to all SJSU students, faculty and staff programs and activities. Title IX of the Education Amendments of 1972, and certain other federal and state laws, prohibit discrimination on the basis of sex in all education programs and activities operated by the university (both on and off campus).