Type of Appointment: Full-Time, Probationary

Collective Bargaining Unit: California State University Employees Union - Unit 9

Job Classification: Administrative Analyst/Specialist – Non-Exempt

Anticipated Hiring Amount: $3,879 - $5,082 per month

Work Hours: Monday – Friday 8:00am-5:00pm

THE DEPARTMENT:
University Housing Services is responsible for delivering a comprehensive student housing experience, which includes operations in residential life, business operations, facilities management, conference services, and information systems. Under the general direction of the Director of Business Operations, the Housing Assignments/Accounts Coordinator shares responsibility for an overall housing operation with a department that has an annual operating budget of approximately $40 million, makes $2 million in annual capital improvements, and houses over 2,800+ students. The department has 60 full-time professional staff and is complemented by a student staff and leaders of approximately 200. The Housing Assignments/Accounts Coordinator has functional responsibility for the administration and management of the contracting, assignments, and accounts receivable areas within the Business Services unit.

DUTIES AND RESPONSIBILITIES:

Contracting Management

• Responsible for overseeing all aspects of contracting and room assignments within University Housing Services to achieve optimal occupancy levels.
• Collaborates closely with IT Systems, Foundation Enterprise, and Enrollment Services to enhance and streamline student housing services processes, including contracting, account management, and room assignments and selections.
• Involves working with various campus partners such as Athletics, Renaissance Scholars, Disability Resource Center, and Kellogg Honors College.
• Utilizing Housing software to improve and enhance the application process and user experience.
• Coordinating the development and approval of annual license agreements.
• Managing waiting lists, resident assignments, and rosters.
• Assisting with the housing exemption process and coordination Reviewing and implementing assignment change requests.
• Assisting with the cancellation process and ensuring timely backfilling of vacancies.
• Working with IT systems on the door access systems and residential keys processes.
• Monitoring and analyzing occupancy levels to ensure target goals are achieved, and initiating actions as necessary.
• Evaluating and implementing processes using the housing management system, including creating specialized reports and procedures.
• Ensuring that check-in and check-out procedures are aligned with other departmental and campus-wide units.

Accounts Receivable

• Manage the collection of approximately $40 million annually in housing fees on behalf of the University, Housing Services, and the Cal Poly Pomona Foundation.
• Independently handle communications with students and staff regarding room or meal plan changes and account adjustments.
• Responsibilities include informing students about payment deadlines and assisting in the coordination of administrative holds and evictions.
• Assist in the development and distribution of mass communications to students regarding housing confirmation, billing and meal plan information, assignment notification, and wait list updates.
• Coordinate communication with residents who are not enrolled and residents who have not paid fees and work with other university offices to determine their status as students.
• Collaborating with Student Accounting & Cashiering Services and Financial Aid & Scholarships to research, analyze, and reconcile account discrepancies, process adjustments, and facilitate payment arrangements.
• Working with Student Accounting & Cashiering Services to adjust business processes and procedures as needed according to the process calendar, and recommending improvements to enhance Business Services operations.
• Conducting analyses for setting annual residence hall room rates and occupancy projections and goals.
• Monitoring and reporting on revenue reconciliation for University and Foundation Dining Services.

General Responsibilities

• Process Coordination: Work closely with Administrative Analysts and Administrative Support Coordinators to streamline and coordinate housing processes.
• Information and Training: Provide housing information, training, and presentations to on-campus partners, students, and parents.
• Develop and document business processes and deliver necessary training for staff and student leaders, including training on Housing Software.
• Cross-Functional Support: Fill in for other Administrative Analysts within University Housing Services as needed.
• Additional Duties: Perform any other tasks required by the operational needs of the department.

QUALIFICATIONS:

• Bachelor's Degree - Bachelor's degree AND/OR the equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs. 

Working knowledge of general practices, program, and/or administrative specialty; basic knowledge of and ability to apply fundamental concepts; working knowledge of budget policies and procedures; ability to learn, interpret, and apply a wide variety of policies and procedures relating to and impacting the applicable program, organizational unit, and/or administrative specialty; knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them. Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques; ability to organize and plan work and projects, including handling multiple priorities; ability to make independent decisions and exercise sound judgment; ability to compile, write, and present reports related to program or administrative specialty; demonstrated ability establish and maintain cooperative working relationships.

PREFERRED QUALIFICATIONS:

• Student Affairs/Student Housing Services and or equivalent training or work experience involving Student Accounting and Cashier Services or other related positions providing a high degree of student/customer service at the university level, preferably with analysis and/or evaluation leading to the development or improvement or implementation of sound administrative procedures, practices, or policies.
• Outstanding writing, oral communication, and organizational skills
• Demonstrated experience with all major areas of the position
• Thorough knowledge of policies, procedures, and outside regulations pertaining to the administrative specialty
• Working knowledge of operational and fiscal analysis techniques
• Ability to take the initiative and independently plan, organize, coordinate and perform work in various situations where numerous and diverse demands are involved
• Ability to anticipate, investigate, and analyze problems and address them proactively
• Ability to work occasional weekends and evenings to meet customer needs
• Demonstrated success with supervising administrative support staff in a busy, high customer contact office.
• Previous experience with StarRez and Oracle PeopleSoft software applications.

Equity, Diversity, and Inclusion

At Cal Poly Pomona, we are committed to the urgent and ongoing work of creating and sustaining an inclusive campus where all students, faculty, and staff are welcomed, respected and can flourish to achieve their dreams of success.

We believe diversity strengthens community. Cal Poly Pomona proudly holds designations as both a Hispanic-Serving Institution (HSI) and an Asian American and Native American Pacific Islander-Serving Institution (AANAPISI). In 2022, the campus launched the Black Thriving Initiative recognizing that Cal Poly Pomona’s future as a university must be linked to the success of its Black community.

More information about our campus initiatives can be found on the Office of Inclusive Excellence’s website.

Out of State Work

The California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers. Part of CSU’s mission is to prepare educated, responsible individuals to contribute to California’s schools, economy, culture, and future. As an agency of the State of California, the CSU’s business operations almost exclusively reside within California. The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. For more information, go to the California State University Out-of-State Employment Policy.

Background Check

Cal Poly Pomona will make a conditional offer of employment to final job candidates, pending the satisfactory completion of a background check (including a criminal records check). The conditional offer of employment may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. In determining the suitability of the candidate for the position, Cal Poly Pomona will give an individualized assessment to any information that the applicant submits for consideration regarding the criminal conviction history such as the nature, gravity and recency of the conviction, the candidate’s conduct, performance or rehabilitation efforts since the conviction and the nature of the job applied for. For more information, go to the California State University Background Check Policy.

CSU Classification Salary Range

This position is part of the CSUEU bargaining unit 9. The CSU Classification Standards for this position are located on the CSU Classification Standards website. The CSU Salary Schedule is located on the CSU Salary Schedule website. The classification salary range for this position according to the respective skill level is: minimum $3,879 and maximum $7,488 per month. Please refer to the anticipated hiring range for the appropriate salary rate for this particular position.

Employment Eligibility Verification

Cal Poly Pomona hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. For more information, go the I-9 Acceptable Documents website.

Conflict of Interest

This position is a “designated position” in the California State University’s Conflict of Interest Code. The successful candidate accepting this position is required to file financial interest disclosure forms subject to state regulations. For more information, go to the Conflict of Interest policy.

Child Abuse/Neglect Reporting Act (CANRA)

The person holding this position is considered a “mandated reporter” under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. Read more at the California Child Abuse and Neglect Reporting Act policy.

Security & Fire Safety

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), Cal Poly Pomona’s Annual Security Report and Annual Fire Safety Report are available for viewing at the Cal Poly Pomona’s Annual Security Report and Cal Poly Pomona’s Annual Fire Safety Report.

Pay Transparency Nondiscrimination

As a federal contractor, Cal Poly Pomona will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. For more information, see the Pay Transparency Nondiscrimination Provision poster.

Reasonable Accommodation

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact the ADA Coordinator by email at ADACoordinator@cpp.edu. For more information, go to Employment Notices.

Equal Employment Opportunity

Cal Poly Pomona is an Equal Opportunity Employer, committed to promoting an inclusive and diverse workforce. The university subscribes to all state and federal regulations that prohibit discrimination based on race, color, religion, national origin, sex, gender identity/gender expression, sexual orientation, marital status, pregnancy, age, disability, genetic information, medical condition, and veteran or military status. We engage the talents of all qualified workers, regardless of their background. More information is available at Equal Employment Opportunity statement.

Other Notices

For other important employment notices, we invite you to visit Cal Poly Pomona’s Employment Notices web page.