Assignment Clerk Jobs

Staff - Union
Job Category
CUPE 2950
Job Profile
CUPE 2950 Salaried - Student Info Support 3 (Gr5)
Job Title
Assignment Clerk
Department
Administrative Support 2 | Residence Life Management | Student Housing and Community Services
Compensation Range
$3,762.00 - $3,955.00 CAD Monthly
Posting End Date
May 3, 2023
Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.
Job End Date
Summary
Reporting directly to the Assignment Coordinator for Winter Session Residence Admissions and Assignments (Student Information Support 4), the incumbent is responsible for providing administrative support by performing tasks and contributing to projects related to Residence applications, assignments, meal plan, and fee collection for all student residence areas. This includes processing residence applications, coordinating room assignments, facilitating room transfers, answering email, phone and in-person queries while supporting the overall customer service of the Student Housing and Community Services (SHCS) Main Office. The Assignment Clerk is an integral member of the Residence Admissions and Assignments team and actively contributes to initiatives that support the student residence experience under the direction and vision of Residence Life and Administration. This position is responsible for balancing competing priorities.
Organizational Status
Reports directly to the Assignment Coordinator for Winter Session Residence Admissions and Assignments and receives additional direction and support from the Assignment Coordinators for both Year Round Residence and Student Family Housing. Overarching, the incumbent is guided by the Manager, Residence Admissions and Assignments.
Work Performed
The incumbent will be responsible for balancing competing priorities with a high volume of work during our particularly busy season (June through September). The following responsibilities will be prompted and guided by the Supervisor (Assignment Coordinator).
Customer Service:
Maintain excellent customer service in all tasks performed:

• Make referrals to relevant on-campus and off-campus resources and support, as appropriate.
• Listen effectively and empathically and clarify what is being asked.
• Communicate effectively and efficiently to requests for information regarding residence and Student Housing and Hospitality services.
• Explain policies, procedures and contract information in accessible terms.
• Respond to residence-related enquiries by e-mail, telephone, and Front Counter service.

Admissions and Assignments

• Checks student status regularly to confirm eligibility of residents.
• Send residence offers to eligible applicants and document unique residence assignment requests, including but not limited to special needs, compelling requests, and roommate groupings..
• Assign residents to residence areas and rooms, and send residence assignment details to incoming residents.
• Investigate and resolve moderately complex problems related to eligibility, availability, and assignments.
• Accept cancellation requests and confirm check-out procedures with residents.
• Enter residence applications into the Student Housing and Community Services (SHCS) database.
• Monitor residence occupancy reports and support departmental goal of filling vacancies ongoing.
• Process transfer requests and communicate with residents regarding the appropriate procedures and fees.
• Communicate with the Building Services Managers and the Residence Life Managers.

Fee Payments and Refunds

• Enter all applicable fees into the Student Housing and Community Services (SHCS) database, and process fee payments and refunds when applicable. Monitor late payments and send notices to residents with overdue fees. Follow up with students in arrears on a daily/weekly basis.
• Coordinate student sponsorship payment, in applicable cases.
• Work with UBC Finance to transfer tuition credit to residence account, when necessary.
• Coordinate with Residence Front Desk Representatives to deny room access to residents whose accounts are in critical arrears.
• Coordinate payment plans with students if directed by the Manager, Residence Admissions and Assignments.
• Work with Assignment Coordinator and Manager, Residence Admissions and Assignments to prepare and deliver Notices to Vacate when appropriate.
• Verify student loan information with Student Awards.
• Negotiates deferments of student fees and monitors compliance.

Data Management

• Review resident enrolment status to confirm residence eligibility.
• Print and review reports related to residence occupancy and vacancy.
• Maintain files and records of applicants and residents.
• Document special requests and share with Manager, Residence Admissions and Assignments.
• Monitor, print and/or prepare cancellation and departure documentation, including refund requisitions.
• Create, merge, and maintain spreadsheets for various assignment groups.

Other Duties as Required:

• Attend staff meetings and any scheduled training, as directed, to develop relevant knowledge and skills.
• Liaise with internal and external colleagues, as necessary and appropriate.
• Provide coverage for Student Information Support 4 and other colleagues during breaks, holidays, and otherwise required.
• Assist with additional clerical tasks as required, under the supervision of Student Information Support 4, as requested by any Student Information Support 4 or Manager, Residence Admissions and Assignments.

Consequence of Error/Judgement
Failure to perform to specific performance standards can result in not meeting deadlines, the loss of revenue due to unnecessary vacancies, and loss of public relations with internal or external colleagues and clients.
Supervision Received
Receives minimal supervision in the performance of daily tasks.
Supervision Given
Gives no direct supervision to other support staff on a daily basis but may assist in training of co-workers and sessional employees.
Minimum Qualifications
High School graduation, plus one year of post secondary education, plus three years of related experience, or an equivalent combination of education and experience.
Preferred Qualifications

• Ability to perform word processing at least 50 words per minute.
• Excellent data entry skills
• Related experience working in a Student Service environment an asset
• Ability to work with minimal supervision and assess where support is needed
• Demonstrated ability to diffuse situations by remaining calm and in emotional control when customers are anxious, frustrated or angry
• Demonstrated superior communication skills (verbal and written)
• Excellent attention to detail and sense of accuracy
• Ability to accurately process cash/credit card transactions
• Ability to operate job-related equipment (e.g., fax machine, photocopier)
• Knowledge of the UBC | Vancouver campus desirable