Employees Human Resources - Classification Compensation
This is a description of a staff position at the University of Wyoming, not a job opening announcement. Current job openings can be found at the Prospective Employees page.
The following statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities required.
Coordinator, UW Apartments
Reports to: Designated Supervisor
UW Job Code: 3731
UW Job Family: 34
SOC Code: 11-9141
Pay Grade: 18
Date: March 01, 2009
Coordinates UW Apartment business operations including following University, state, federal, city ordinances, and departmental policies regarding apartment tenant occupancy; establishes procedures for office operations including data input, reporting, billing and tracking payment receipts through credit cards, money orders, and traveler checks; and participates in apartment checkout for return of full, partial or none of the security deposit depending on condition of apartments; coordinates and manages apartment assignments; manages records and data management systems, apartment inventories, and assists with marketing and promotions for occupancy of UW Apartments.
Vocational School, On-the-Job Experience, or Associate's Degree
Experience: 1 year work-related experience
Required Licensure, Certification, Registration, or Other Requirements:
Knowledge, Skills, and Abilities
- Applicable University, state, and federal regulations, and city ordinances regarding apartment tenant occupancy.
- Applicable computer and related programs in use in area, such as Microsoft Office programs (Access, Excel, Word, etc.) or other specialized systems such as the payroll system (KRONOS).
- Student information computer systems, such as the Banner system.
- Applicable training on the related computer system concerning apartment tenancy in use, such as the Resident Management System (RMS).
- Customer services methods and techniques.
- Communication skills, both verbal and written methods.
- Billing and accounting practices and methods.
- Report development from multiple computer system feeds.
- Time management methods and techniques to meet demanding deadlines.
- Organization, prioritization, scheduling and supervision theory, method and techniques.
- Apartment contracting methods and types.
- Leadership and communication methods and techniques.
Skills and Abilities to:
- Coordinates apartment applications and assignments.
- Performs billing procedures for apartment tenants and track payments.
- Works with applicable computer systems and programs in use, such as the Resident Management System and the KRONOS payroll system.
- Creates, maintains, and processes reports and tracking procedures through multiple computer systems.
- Chairs RMS user group.
- Supervises and trains student worker support.
- Follows applicable University, state, federal, city ordinances and department policies and procedures; creates or revises office operation policies.
- Problem solves tenant complaints regarding billing issues or dissatisfaction with apartment.
- Promotes marketing through attendance at Resource Fairs for students/faculty/staff to increase tenant occupancy.
- Works with apartment inventories and electronic apartment locking system.
- Works with other staff on checking out tenants to determine full, partial or no return of security deposit.
- Works as a team member and promotes cooperation.
Characteristic Duties and Responsibilities
Administers and coordinates tenant application and assignment process including type of apartment and arrival dates.
Coordinates with maintenance to ensure apartment is ready and in good condition for new tenant occupation.
Administers the housing portion of the Resident Management System (RMS), databases, and spreadsheets to ensure accurate apartment assignments are entered, enabling accurate reporting and billing; maintains apartment wait lists and tenant files.
Responsible for billing debits and credits to student/faculty/administrator/staff accounts for rent upon check-in, check-out and any other fees required using the Resident Management System; audits information for accuracy.
Sets up accurate codes and creates queries within the RMS system and other database systems for tracking and locating apartment information.
Records, tracks and manages tenant payment information including security deposits.
Works with other departments such as Accounts Receivable, Registrar's office, International Student Services to verify tenant eligibility.
Supervises, trains, and oversees part-time student workers assigned as office support; assures that housing contracts and other paperwork are correct; investigates any tenant issues regarding billing.
Problem solves tenant problems concerning charges or dissatisfaction with any apartment; works with internal departments such as maintenance, custodial, accounts receivable and the RLDS business office to make certain tenant apartment issues are resolved timely.
Creates, maintains, and generates reports using the RMS system and other databases such as weekly occupancy reports, reports for Campus Police, applications, tenant demographics, and other reports as requested.
Maintains work hours in the Residence Life and Dining Services payroll system (KRONOS currently) for student support.
Chair of the RMS users group which looks at the maintenance and uses for the RMS for tenant tracking and reporting needs for the department.
Prepares vouchers, field purchase orders, and IDRs for purchases; tracks and records financial transactions using internal database; and maintains all files on purchases.
Develops and tracks yearly office budget.
Participates with marketing efforts such as attending Resource Fairs to promote living in UW Apartments.
Performs other duties, as assigned.
Indoor/outdoor (travel to apartments) office working conditions. May be exposed to some electrical hazards or video display terminal exposure during operation of equipment; must be able to lift up to 25 pounds on a rare basis.
Authorized by Classification/Compensation, Human Resources
Employees may be requested to perform job-related tasks other than those specifically presented in this description. Participating in the University's hazardous waste minimization program is part of the job of each employee who uses (or may come in contact with) hazardous materials. Fair Labor Standards Act (exempt/non-exempt) is designated by position. University of Wyoming actively supports Americans with Disabilities Act and will consider reasonable accommodations.