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Housing Operations Analyst

In Capellen United States

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Housing Operations Analyst   

JOB TITLE:

Housing Operations Analyst

JOB TYPE:

Full-time

JOB LOCATION:

Pomona Capellen United States

JOB DESCRIPTION:

Job no: 535259
Work type: Staff
Location: Pomona
Categories: Unit 5 - CSUEU - Operations and Support Services, Administrative, Probationary, Full Time, On-site (work in-person at business location)

Type of Appointment: Full-Time, Probationary

Collective Bargaining Unit: California State University Employees Union Unit 9

Job Classification: Administrative Analyst/ Specialist

Anticipated Hiring Amount: $3,518- $4,609 per month

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


THE DEPARTMENT

University Housing Services (UHS) is responsible for delivering a comprehensive student housing experience, including residential life operations, business operations, facilities management, conference services, marketing, and information systems.
This position will have responsibilities in support of the UHS department, focusing on duties supporting the Residential Life and Business Operations teams.
The Residence Life Team (RLT) is responsible for developing and delivering services and programs in a residential experience that ensures residential students' quality of life, well-being, and personal development, contributing to retention and academic success.
This unit is responsible for establishing policy and procedure in the residential facilities, individual contact with residents, advising and facilitating student government, administering conduct, intervening in crisis, developing educational and programmatic efforts, and coordinating the safety and security of residents.
The Business Operations team is responsible for the business processes for residents and staff.
This includes managing the housing application, contracting, reporting, student accounts, keys, IT systems, and access.
Additionally, this area oversees customer-facing services such as the front desks, package room management, department email, phones, and communication.
Business Operations also includes desktop support, conference services, and marketing, as well as budget management and oversight of accounts receivable for the department.


DUTIES AND RESPONSIBILITIES

Residence Life Support:

  • Support administrative functions of the Director of Residence Life and the Residence Life team
  • Oversee the general accounting process and provide support and training for the Residence Life Team, including but not limited to petty cash funds, purchases of programming supplies, reimbursements, and other financial transactions.
  • Provide oversight and coordination of the annual health and safety inspections.
  • Coordinate Residence Life Team parking passes and assignments
  • Provide administrative support for the recruitment of professional staff
  • Provide administrative support for the recruitment and timekeeping of our graduate intern staff
  • Maintain active calendar tracking and communication of upcoming activities, giving special attention to all designated funding sources

Business Services Support:

  • Support administrative functions of the Director of Business Operations and the Business Services team
  • Works independently to implement and coordinate the training of staff on processes and systems, including but not limited to issues related to financial transactions, reimbursements, and housing software
  • Provide reports and data related to finance & budget, staffing, training, occupancy, etc.
  • In collaboration with department partners, this position will also be responsible for information & communication coordination strategies to increase effective communication and outreach
  • Coordinate oversight of the community front desks and provide direction to the student leaders that staff those areas
  • Coordinate cross-departmental processes between Residence Life, Business Services, and
  • Facilities include but not limited to:
    • Emotional Support Animal process
    • Bike Storage Process
    • Temporary/Emergency housing process
    • Cancellation process
    • Student paycheck distribution
    • Coordination of staff and RA meal plans

General Responsibilities, Professional Development, and Other Duties as Assigned:

  • Participate/in department, division, university projects, committees, and task forces.
  • Participates in regional, state, and national organizations related to housing and residence life, student personnel, and student development.
  • Serve as a timeline committee member coordinating the annual move-in and move-out process.
  • Serves in a supportive role overseeing contracting and room assignment services for University Housing Services.
  • Occasional night and weekend work is required to facilitate annual events such as move-in, campus open houses, orientation, etc.
  • Any other duties and special projects deemed necessary by the need of the department

QUALIFICATIONS

  • 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, programs, 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

  • Bachelors degree with commensurate experience or Masters degree preferred
  • Previous experience with StarRez and Oracle PeopleSoft software applications is preferred.
  • 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, including selection, supervision, and evaluation of staff; thorough knowledge of policies, procedures, and outside regulations pertaining to the administrative specialty; working knowledge of operational and fiscal analysis techniques; ability to take 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 leading administrative support staff in projects during a busy, high customer contact office.
  • Comprehensive and detailed knowledge of applicable university infrastructure, policies, and procedures; thorough mastery of English grammar, punctuation and spelling; expertise in using office software packages, technology, and system; ability to organize, coordinate and independently handle multiple work unit priorities and projects; ability to interpret and apply policies and procedures independently, and use judgment and discretion to act when precedents do not exist; ability to troubleshoot most office administration problems and respond to all inquiries and requests related to work area; ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas; ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions; ability to perform business math, analyze budgetary data, and make accurate projections requiring some inference; ability to effectively write and present own reports; ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations; ability to use negotiation and persuasion skills to achieve results and expedite projects.
  • Must be able to climb stairs and ride elevators to (a) inspect/evaluate buildings and rooms, (b) assist in evacuations, and (c) provide support in emergencies and medical transport

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.
See policy at https://calstate.
policystat.
com/v2/policy/10899725/latest/.


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 https://calstate.
policystat.
com/policy/13813878/latest/.


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.
See Form I-9 Acceptable Documents at https://www.
uscis.
gov/i-9-central/form-i-9-acceptable-documents.


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.
See policy at https://calstate.
policystat.
com/v2/policy/10927154/latest/.


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: https://www.
cpp.
edu/pdfs/annual_security_report.
pdf and https://www.
cpp.
edu/housing/documents/fire_safety_report.
pdf.


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.


CSU Classification

This position is part of the CSUEU bargaining unit, the CSU Classification Standards for this position are located on the following site, https://www.
calstate.
edu/csu-system/careers/compensation/Pages/Classification-Standards.
aspx.
The CSU Salary Schedule is located on the following site: https://www.
calstate.
edu/csu-system/careers/compensation/Pages/salary-schedule-documents.
aspx.
The classification salary range for this position according to the respective skill level is minimum $3,515 and maximum $6,791 per month.
Please refer back to the anticipated hiring range for the appropriate salary rate for this particular position.


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.
More information is available at: https://www.
cpp.
edu/eoda/employee-labor//access-accommodations/index.
shtml.


EEO

Cal Poly Pomona is an Equal Opportunity Employer.
The University subscribes to the pay transparency nondiscrimination provision and 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 covered veteran status.
More information is available at: https://www.
dol.
gov/sites/dolgov/files/OFCCP/pdf/pay-transp_%20English_formattedESQA508c.
pdf and at https://www.
cpp.
edu/eoda/employee-labor/documents/aa-eeo-doc/policy-statement_2022-aap-for-california-state-polytechnic-university-pomona_confidential_20220127.
pdf.


Other Notices

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

Advertised: Jan 31 2024 Pacific Standard Time
Applications close: Feb 14 2024 Pacific Standard Time

Position Details

POSTED:

EMPLOYMENT:

Full-time

SALARY:

4609 per year

SNAPRECRUIT ID:

S-1707126010-468f9bbe40e056d7fb4fb7c5246667a9

LOCATION:

Capellen United States

CITY:

Pomona

Job Origin:

jpick2

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Aug 19, 2017 9am-6pm
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Job no: 535259
Work type: Staff
Location: Pomona
Categories: Unit 5 - CSUEU - Operations and Support Services, Administrative, Probationary, Full Time, On-site (work in-person at business location)

Type of Appointment: Full-Time, Probationary

Collective Bargaining Unit: California State University Employees Union Unit 9

Job Classification: Administrative Analyst/ Specialist

Anticipated Hiring Amount: $3,518- $4,609 per month

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


THE DEPARTMENT

University Housing Services (UHS) is responsible for delivering a comprehensive student housing experience, including residential life operations, business operations, facilities management, conference services, marketing, and information systems. This position will have responsibilities in support of the UHS department, focusing on duties supporting the Residential Life and Business Operations teams. The Residence Life Team (RLT) is responsible for developing and delivering services and programs in a residential experience that ensures residential students' quality of life, well-being, and personal development, contributing to retention and academic success. This unit is responsible for establishing policy and procedure in the residential facilities, individual contact with residents, advising and facilitating student government, administering conduct, intervening in crisis, developing educational and programmatic efforts, and coordinating the safety and security of residents. The Business Operations team is responsible for the business processes for residents and staff. This includes managing the housing application, contracting, reporting, student accounts, keys, IT systems, and access. Additionally, this area oversees customer-facing services such as the front desks, package room management, department email, phones, and communication. Business Operations also includes desktop support, conference services, and marketing, as well as budget management and oversight of accounts receivable for the department.


DUTIES AND RESPONSIBILITIES

Residence Life Support:

  • Support administrative functions of the Director of Residence Life and the Residence Life team
  • Oversee the general accounting process and provide support and training for the Residence Life Team, including but not limited to petty cash funds, purchases of programming supplies, reimbursements, and other financial transactions.
  • Provide oversight and coordination of the annual health and safety inspections.
  • Coordinate Residence Life Team parking passes and assignments
  • Provide administrative support for the recruitment of professional staff
  • Provide administrative support for the recruitment and timekeeping of our graduate intern staff
  • Maintain active calendar tracking and communication of upcoming activities, giving special attention to all designated funding sources

Business Services Support:

  • Support administrative functions of the Director of Business Operations and the Business Services team
  • Works independently to implement and coordinate the training of staff on processes and systems, including but not limited to issues related to financial transactions, reimbursements, and housing software
  • Provide reports and data related to finance & budget, staffing, training, occupancy, etc.
  • In collaboration with department partners, this position will also be responsible for information & communication coordination strategies to increase effective communication and outreach
  • Coordinate oversight of the community front desks and provide direction to the student leaders that staff those areas
  • Coordinate cross-departmental processes between Residence Life, Business Services, and
  • Facilities include but not limited to:
    • Emotional Support Animal process
    • Bike Storage Process
    • Temporary/Emergency housing process
    • Cancellation process
    • Student paycheck distribution
    • Coordination of staff and RA meal plans

General Responsibilities, Professional Development, and Other Duties as Assigned:

  • Participate/in department, division, university projects, committees, and task forces.
  • Participates in regional, state, and national organizations related to housing and residence life, student personnel, and student development.
  • Serve as a timeline committee member coordinating the annual move-in and move-out process.
  • Serves in a supportive role overseeing contracting and room assignment services for University Housing Services.
  • Occasional night and weekend work is required to facilitate annual events such as move-in, campus open houses, orientation, etc.
  • Any other duties and special projects deemed necessary by the need of the department

QUALIFICATIONS

  • 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, programs, 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

  • Bachelors degree with commensurate experience or Masters degree preferred
  • Previous experience with StarRez and Oracle PeopleSoft software applications is preferred.
  • 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, including selection, supervision, and evaluation of staff; thorough knowledge of policies, procedures, and outside regulations pertaining to the administrative specialty; working knowledge of operational and fiscal analysis techniques; ability to take 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 leading administrative support staff in projects during a busy, high customer contact office.
  • Comprehensive and detailed knowledge of applicable university infrastructure, policies, and procedures; thorough mastery of English grammar, punctuation and spelling; expertise in using office software packages, technology, and system; ability to organize, coordinate and independently handle multiple work unit priorities and projects; ability to interpret and apply policies and procedures independently, and use judgment and discretion to act when precedents do not exist; ability to troubleshoot most office administration problems and respond to all inquiries and requests related to work area; ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas; ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions; ability to perform business math, analyze budgetary data, and make accurate projections requiring some inference; ability to effectively write and present own reports; ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations; ability to use negotiation and persuasion skills to achieve results and expedite projects.
  • Must be able to climb stairs and ride elevators to (a) inspect/evaluate buildings and rooms, (b) assist in evacuations, and (c) provide support in emergencies and medical transport

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. See policy at https://calstate.policystat.com/v2/policy/10899725/latest/.


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 https://calstate.policystat.com/policy/13813878/latest/.


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. See Form I-9 Acceptable Documents at https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents.


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. See policy at https://calstate.policystat.com/v2/policy/10927154/latest/.


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: https://www.cpp.edu/pdfs/annual_security_report.pdf and https://www.cpp.edu/housing/documents/fire_safety_report.pdf.


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.


CSU Classification

This position is part of the CSUEU bargaining unit, the CSU Classification Standards for this position are located on the following site, https://www.calstate.edu/csu-system/careers/compensation/Pages/Classification-Standards.aspx. The CSU Salary Schedule is located on the following site: https://www.calstate.edu/csu-system/careers/compensation/Pages/salary-schedule-documents.aspx. The classification salary range for this position according to the respective skill level is minimum $3,515 and maximum $6,791 per month. Please refer back to the anticipated hiring range for the appropriate salary rate for this particular position.


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. More information is available at: https://www.cpp.edu/eoda/employee-labor//access-accommodations/index.shtml.


EEO

Cal Poly Pomona is an Equal Opportunity Employer. The University subscribes to the pay transparency nondiscrimination provision and 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 covered veteran status. More information is available at: https://www.dol.gov/sites/dolgov/files/OFCCP/pdf/pay-transp_%20English_formattedESQA508c.pdf and at https://www.cpp.edu/eoda/employee-labor/documents/aa-eeo-doc/policy-statement_2022-aap-for-california-state-polytechnic-university-pomona_confidential_20220127.pdf.


Other Notices

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

Advertised: Jan 31 2024 Pacific Standard Time
Applications close: Feb 14 2024 Pacific Standard Time


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