Assignments and Billing Coordinator - University Housing - 21295

ATTENTION:

 

The department of University Housing at the University of Wisconsin-Whitewater seeks an Assignments and Billing Coordinator (Housing Coordinator II, AE010).

 

JOB DETAILS:

 

This position provides support for the Assistant Director - Residential Operations that houses approximately 4100 students. Primary responsibilities associated with this position include but are not limited to the following: processing residence hall applications/contracts, reconciling student accounts, and general clerical duties and serve as power-user for Housing Management System (currently StarRez).

 

QUALIFICATIONS:

 

Minimum Qualifications:

• Bachelor’s degree 

Preferred Qualifications:

• Prior Housing/Residence Life experience
• Experience with StarRez or other Housing Assignment/Management Systems
• Ability to demonstrate excellent Customer Service

Knowledge, Skills, and Abilities 

• Ability to interact respectfully with people with diverse socioeconomic, cultural and ethnic backgrounds
• Willingness and ability to be an active participant in following applicable safety rules and regulations including necessary training and drills
• A commitment to customer service
• Demonstrated proficiency in Microsoft Office, especially Excel, Work and Outlook
• Ability to effectively train and lead others, including student staff
• Must be highly organized with good attention to detail, able to manage multiple priorities at
  the same time, and able to meet deadlines.
• Ability to develop good rapport and communication with administrators and faculty, as well
  as various university units and academic programs.
• Ability to work independently, find information and solve problems effectively, and exercise
  good judgment in completing tasks and projects.

 

RESPONSIBILITIES:

 

45%  Primary support for Room Assignments contract administration.

1. Review, prepare and process residence hall applications/contracts and enter data into StarRez
   (housing management system) computer systems for each semester, summer school, Winterim,
   and interim housing. Facilitate assignment processes.
2. Review and process withdrawals, cancellations, and room changes into StarRez and University
   Housing Staff Portal computer systems.
3. Coordinate early arrivals for on campus students both fall and spring terms including both
   campus partners and individual student requests
4. Manually process room assignments into all software systems when necessary.
5. Assist with the reapplication process by answering questions, and processing contracts enter
   assignments into StarRez computer systems when necessary.
6. Staff Room Assignments office for fall hall opening day.
7. Process housing security deposit refund/forfeit requests.
8. Hire, train and supervise student staff within the Room Assignments office.
9. Coordinate accommodations for students with disabilities and serve as University Housing
   representative on the accommodations committee for CSD.

25% Coordination of Reporting/Reconciliation of Room Assignment Program.

1. Reconcile of occupancy information by investigating and following up with Complex Director and
   Assistant Complex Director Staff when necessary.
2. Keep accurate information regarding student’s intentions for second semester.
3. Gather, compile, prepare, and process room changes and prepare requested reports. Maintain
   appropriate tracking of all occupancy related aspects.
4. Maintain accurate records of contracts received and cancelled.
5. Maintain weekly occupancy stats report.
6. Prepare summer occupancy reports.
7. Maintain and prepare campus partner related reports including Parking Services and All Students
   Report (weekly during academic year) and Advising New Student Report (weekly May thru
   August).

15% Coordination of University Housing billing processes.

1. Process room-fee waivers for Resident Assistants and ILAs on StarRez.
2. Enter residence hall charges into StarRez and maintain corresponding documentation for audit
   purposes.
3. Reconcile/audit of University Housing charges assessed to the Student Accounts on WINS on a
   bi-weekly basis.
4. Ensure that all withdrawals, cancellations, and room changes are processed appropriately into
   StarRez.
5. Process all housing related charges such as damages, early arrivals, web education, lock
   changes, bike locker, guest housing, etc.

15% General Clerical Duties

1. Assist other areas of University Housing when necessary.
2. Provide good customer service to both internal and external customers and act as a resource in
   University Housing.
3. Attend meetings/seminars/workshops; Operations Team Meetings,1/1's and others as deemed
   necessary.
4. Respond to requests for confidential information that come from University Administration relating
   to residence hall students.
5. Coordinate the distribution of mail of all outgoing Federal Express/UPS/USPS packages and mail
   for all University Housing office staff.
6. Maintain Daily, Weekly, Monthly and Annually instruction guides and manuals.
7. Perform other general duties as assigned.

 

UNIVERSITY INFORMATION:

 

UW-Whitewater is a thriving public university located in southeastern Wisconsin. It leads the way in providing world-class, affordable higher education programs to more students than neighboring regional comprehensives in the University of Wisconsin System. A collaborative team of 1,300 faculty and staff are devoted to the success of the university's 11,000 students at its main and Rock County campuses. The team provides high-impact practices and academic programs - online and in person - from associate to doctoral levels. Recognized nationally for affordability, inclusion, and career development, UWW has approximately one-third first-generation students and boasts strength in many areas, especially business and education. The campus and community embrace the Warhawk Family spirit, supporting the university's arts and nationally recognized NCAA Division-III level championship athletics. As a proud institution of access, more than 10 percent of undergraduate students use the acclaimed Center for Students with Disabilities - a priority mission since the 1970s.

UW-Whitewater's campuses are located centrally near Milwaukee, Madison, and Chicago, offering easy access to the cultural and commercial opportunities of major metropolitan areas. Near both Lake Geneva and the Wisconsin Dells, the area attracts numerous visitors from across the country. Whitewater is a vibrant college community near the Kettle Moraine State Forest offering area residents seasonal outdoor enjoyment. The nearby Rock County campus is located in Janesville, a town of 60,000 located on the Rock River and known as Wisconsin's Park Place.

Belonging and mattering are central to the university's culture, and UW-Whitewater strives to maintain an environment where individual and collective efforts are valued and celebrated. The University of Wisconsin-Whitewater is an Equal Opportunity and Affirmative Action Employer, and actively seeks and encourages applications from women, people of color, persons with disabilities, and veterans.

 

ORGANIZATION INFORMATION:

 

The University of Wisconsin-Whitewater is part of the 13-campus University of Wisconsin System (https://www.wisconsin.edu).

Wisconsin Statute 19.36(7)(b) provides that applicants may indicate in writing that their identity should be kept confidential. In response to a public records request, the University will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful final candidate will be released. See Wisconsin Statute 19.36(7)(a).

Per Regent Policy Document 20-19, University of Wisconsin System Criminal Background Check Policy and UW System Administrative Policy 1275 Recruitment Policies, UW-Whitewater requires criminal background checks as a contingency to employment. A criminal background check will be conducted prior to an offer of employment. All final candidates must be asked, prior to hire, whether they have been found to have engaged in, are currently under investigation for, or left employment during an active investigation in which they were accused of sexual violence or sexual harassment. When obtaining employment reference checks, these same sexual violence or sexual harassment questions must also be asked.

The University of Wisconsin-Whitewater requires that all employees be active participants in following applicable safety rules and regulations including necessary training and drills.

For UW-Whitewater Campus safety information and crime statistics/annual Security Report, see Annual Security and Fire Safety Report. If you would like a paper copy of the report please contact the UW-Whitewater Police at 262-472-4660.

 

COMPENSATION AND BENEFITS:

 

Well-qualified candidates can expect a starting annual salary of $58,656.

 

UW System employees receive an excellent benefit package. To learn more about the UW System's comprehensive benefit package, review the UW System Employee Benefits Brochure.

 

CONDITIONS OF APPOINTMENT:

 

University of Wisconsin-Whitewater does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term. If you have questions regarding this, please contact Human Resources. UW-Whitewater is not an e-verify employer, therefore STEM extensions are not options for work authorization.

 

TO ENSURE CONSIDERATION:

 

This position will remain open until filled. Applications received by October 23rd, 2024, are ensured full consideration. Applications received after that date may be given consideration at the discretion of the search committee. The most qualified applicants will be invited to participate in the next step of the selection process.

If you have questions regarding this recruitment or if you are unable to complete the application online due to a disability or system problem, please contact us at (262) 472-1024 or hr@uww.edu 

For questions regarding this position, please contact:

Donna Lyons

262-472-5275

lyonsd@UWW.edu 

 

TO  APPLY:

 

Only complete application packages will be considered. This includes online submission of the following documents:

• Cover Letter
• Resume
• Name and contact information for three professional references

This Job ID is 21295.

 

Application Links:

A potential applicant who is NOT currently employed by the University of Wisconsin System, click here:

UW-Whitewater External Applicants

A current employee of the University of Wisconsin System, click here:

UW-Whitewater Internal Applicants

Before you get started with the online application process, we recommend you preview the frequently asked questions (FAQs) by selecting the link below.

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