Residential Operations Coordinator (Fixed Term for 3 Years) - Student Affairs

Job Number

2022-10481

Position Summary

UAE Nationals are encouraged to apply

New York University Abu Dhabi (NYUAD) seeks to appoint an Residential Operations Coordinator reporting to the Senior Residential Operations Manager.

The Residential Operations Coordinator (ROC) is responsible for managing undergraduate student housing operations and assignment processes for all undergraduate residential halls. As a member of the residential operations team, this live-in position’s responsibilities integrate operational logistics and opportunities for frequent and meaningful interactions with students in a variety of settings. This includes promoting accessibility by meeting with student groups to address inquiries related to housing assignments, billing concerns, facilities requests; providing insight for undergraduate residential occupancy projections, room change processes, check-in/opening day for returning and visiting students, room key management, policies, and procedures; assessing student trends and housing needs in the residence halls. The ROC is also engaged in community development and leadership initiatives with Resident Assistants, Cultural Advisors, the professional staff team, and Faculty Fellows in Residence. The ROC serves on a 12-month on-call duty rotation and has some evening and weekend responsibilities.

Key Responsibilities:

• Serve as a member of two residential leadership teams
• Ensure that the undergraduate campus residents of the residential buildings (including students, Resident Assistants, Faculty Fellow In Residence, and Student Life professional staff) have an operating knowledge of the procedures, policies, and practices essential to the effective functioning of the residence hall
• Monitor and assess student trends in the residential buildings to develop proactive solutions, best practices in order to enhance student satisfaction
• In conjunction with the Residential Experience Coordinator (REC), communicate and explain community standards, university procedures, and regulations to residents
• Plan and execute the residential opening and closing procedures
• Maintain accurate data for early arrival/late stay students, student staff housing, required room cleanings, etc.
• Maintain and distribute datasets and rosters to staff and offices as needed
• Manage mass communications regarding information relevant to all residential Students
• Strategize and execute communication plans regarding processes including, but not limited to, housing application, check-in, check out, term transitions, and room selection
• Recruit and supervise Operations Interns during the Fall, Spring, and Summer Terms
• Serve at the residential operations desk in the student affairs office
• Develop communication and marketing plans to educate students about housing operations processes, timelines, and expectations; this includes utilizing social media platforms
• Assess and determine required occupancy needs in alignment with room inventory and enrollment reports from NYUAD university offices and government partners
• Coordinate with facilities regarding room occupancy, maintenance checks, room inventory, upkeep, and inspection
• Meet periodically with Facilities to ensure adequate communication about anticipated Planned Preventative Maintenance (PPM) procedures, and other ongoing projects
• Respond to inquiries regarding housing assignment processes, room assignments, arrival/departure procedures, and special requests
• Administer necessary room changes and coordinate the Bed4Bed Exchange program
• Ensures requests for information are answered efficiently and accurately
• Coordinate housing assignment needs for new students, continuing students, visiting students, and various other program groups in conjunction with Senior
• Collaborate with Public Safety to update student NYU ID access for the residential buildings and maintain accurate building rosters
• Liaise with NYUAD Housing about staff and FFIR apartment transitions and Inventory
• Administer the housing database and maintain accurate student records
• Provide assessment and reporting when necessary
• Update and oversee the housing application process through StarRez web software
• Assess and review housing fines with regard to late application fines, cancellation fees, and other applicable fines or fees that are submitted through StarRez
• Communicate and work with NYU Bursar and Student Finance to assess housing charges to student accounts through StarRez
• Manage the room assignment and selection processes including marketing campaigns, facilitating informational sessions, tabling, and accessibility for Google chats during the housing selection process
• Complete day-to-day tasks associated with housing assignments and billing including data entry and processing for room changes, new assignments, cancellations/termination, and billing reconciliation
• Work with various database systems such as StarRez & University Data
• Facilitate the room inventory and condition processes for the residential buildings ensuring staff and students understand their responsibility with regards to documentation and damages
• Input and report room damages in StarRez
• Work with the Office of Residential Life and Housing Services (New York Campus) to update and maintain various web applications such as the Room Inventory and Condition Reporting form
• Work with Facilities to record and administer housing damage billing
• Compile information, track completion, and initiate notifications to students related to damage billing processes following term or program closings. Enter billing charges as needed in StarRez. Communicate and answer questions related to damage billing and appeals
• Develop informal mentoring and counseling relationships with students
• Serve as a resource for students through the engagement of critical conversations when addressing student behavior and providing necessary referrals to assist students in making educated decisions
• Specifically, respond to conduct violations in relation to housing operations administrative violations such as unauthorized room changes, damage to rooms/furniture, misuse of keys, etc.
• Provide advice and support to students with personal or interpersonal problems and refer students, as necessary, to other offices and resources at NYUAD
• Participate in the rotating 24/7 “on-call’ system, responding to student incidents, or crises such as medical, mental health, and facilities emergencies including on weekends, holidays, and after business hours in the residential buildings. This includes university closures and transition periods throughout the academic year
• Provide appropriate post-crisis follow up necessary to re-normalize the student’s life through advice, information, referral, and support
• Serves as a member or chair on departmental committees, special projects, and/or collaterals
• Attend all departmental and Student Affairs training sessions, as required. This may include facilitating training or sharing best practices with members of the Student Life team
• Assist with the recruitment and selection processes for Student Life student leaders including hosting information sessions, reviewing applications, acting as a facilitator in the group interview process, and conducting individual interviews
• Connect with other university offices such as Public Safety, the Health Center, and the Office of Student Success & Well-being on students of concern, and make referrals when deemed appropriate
• Maintain partnerships with other university offices and departments to identify collaboration opportunities, inform students of relevant information, and offer/solicit support for community efforts
• Represent the department as a member of university-wide committees as well as participate in staff training and development opportunities offered by Student Life and other campus departments
• The ROC is encouraged to maintain involvement at the regional, national, and international levels within professional development organizations, as well a attend local, regional, and national conferences
• They will keep up-to-date on current literature
• Perform other related duties as required and assigned

Required Education:

• Bachelors Degree 

Preferred Education:

• Masters Degree preferred in higher education administration, counseling, college student personnel, business, or related field
• Preference will be given to candidates with supervision experience and room occupancy database management

Required Experience:

• Must possess strong computer skills, be proficient with MS Office and have experience working with database systems
• Must have experience maintaining data and extracting reports
• Outstanding written and oral communication skills with the ability to communicate effectively and project a professional image in person and in writing
• Ability to clearly and patiently articulate policies, procedures and practices
• Demonstrated ability to work well under pressure
• Take initiative and prioritize tasks
• Work both independently and as part of a team
• Display exceptional customer service skills
• Maintain and exercise sound judgement and discretion in handling confidential information
• Demonstrate cultural sensitivity and work effectively with multiple diverse populations
• Communicate effectively with individuals with a limited understanding of English
• Must demonstrate analytical skill and comfort working with numbers and computation
• The ability to critically examine basic financial records to ensure consistency, accuracy and completeness