Type of Appointment: Full-Time, Probationary
Collective Bargaining Unit: California State University Employees Union - CSUEU (Unit 7)
Job Classification: Administrative Support Coordinator I
Anticipated Hiring Range: $3,680 - $4,381 per month
Work Hours: Monday - Friday, 8am - 5pm, unless notified otherwise
THE DEPARTMENT University Housing Services is responsible for delivering a comprehensive student housing experience, which includes operations in residential life, business operations, facilities management, conference services, and information systems. The department has an annual operating budget of $20 million, makes $2 million in annual capital improvements, and houses 2,800 students. The department has 44 full-time professional staff persons and is complemented by a student staff of approximately 200 students.
DUTIES AND RESPONSIBILITIES Support Business Services & Operations
- Support Business Services & Operations
- Provide support to Administrative team working collaboratively on major
- projects/processes including annual contracting campaign, re-contracting of current residents, financial transmittals, room assignments, cancellation and refunds, transition activities between semesters.
- Provide support to and manage appointment schedule for Director for Business Services and Assistant Director for Business Services.
- Complete special projects as needed.
- Work with student staff to respond to all inquiries (including emails sent to
- housing@cpp.edu, phone calls, voice messages, and office visits).
- Lead and provide direction to front desk student assistants in daily assignments. Lead and train student assistants to dissemination information regarding policies and regulations.
- Special Project: Assist in annual stayover processes for summer and winter terms/breaks.
Process Accounts Receivables
- Accounts Receivable: point person for collection activities related to student housing and meal plan fees.
- Receive reports of outstanding student accounts.
- Track payments, develop payment plans, monitor accounts each semester.
- Perform collection activities: email, telephone, letters, in person contacts; prepare reports of outstanding receivables; prepare "Three Day Notice to Quit” letters for non-payment of fees.
- Works closely with Financial Aid and Student Financial Services in tracking expected aid and payment issues.
Coordinate Use of Hard Keys
- Maintain inventory of room and mailbox keys for 1,600 residents.
- Conduct audits each semester; reconcile differences with Key Shop.
- Receive and process requests for lost or stolen keys; request, track, and verify all lockset changes and new keys.
- Request and coordinate lockset and key requests with campus Facilities Key Shop.
- Contact students for key exchange.
- Track associated charges; reconcile charges on monthly basis with Housing Facilities Department; responsible for end of year key audit for transition to Summer semester and Summer Conferences.
- Responsible for end of summer audit and transition back to academic year - assuring availability and accuracy of keys.
- Coordinate with Housing Facilities in rotating core changes for security and reduction of ghost keys
Maintain Key Cards and Door Access
- Using computer-based access card systems to track student key access and expiration dates.
- Uses key card systems such as Onity and CBORD.
- Encodes access cards to new residents; deactivates and encodes new cards for lost or stolen cards
- Coordinates download of new residents each semester
- Update doors utilizing mobile unit for changes to access cards.
- Provide reports for security purposes.
- Provides access cards to staff, faculty and non-resident students for Fitness Express.
- Accepts and processes payments; maintain database of memberships
Process Cancellations
- Receive and process cancellation requests from residents.
- Verify reasons per contractual provisions.
- Obtain appropriate documentation per Student Housing License Agreement.
- Create and maintain cancellation database to include prorated charges and termination date for purposes of reconciling meal plan charges with Foundation services.
- Process refunds with Financial Services.
Track Meal Plans
- Assists with download of meal plans from Foundation Services into Student Housing Database System (StarRez).
- Track and verify meal plans with Foundation Services on weekly/monthly basis.
- Request meal plan cancellations and temporary freezes based on non-payment of fees.
- Track and monitor changes in meal plans and reinstatement of plans.
- Conduct monthly audits of meal plans
QUALIFICATIONS - High School diploma or its equivalent.
- Four (4) years of progressively responsible experience in general office clerical or secretarial work or the equivalent.
- Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures.
- Thorough knowledge of English grammar, punctuation and spelling.
- Thorough knowledge of office systems and ability to use broader range of technology, systems, and software packages; ability to independently handle multiple work unit priorities and projects.
- Working knowledge of budget policies and procedures.
- Ability to:
- Apply a variety of policies and procedures where specific guidelines may not exist.
- Perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections.
- Draft and compose correspondence and standard reports.
- Handle effectively a broader range of interpersonal contacts including those at a higher level and those sensitive in nature.
Preferred Qualifications - Familiarity with housing license agreements and process preferred.
- Experience with on-campus systems such as PeopleSoft, Onity, CBORD, or related housing database system, University Financial Services procedures, and screens.
- Experience with campus outreach and recruitment events. Experience with student development.
- Strong customer service skills.
- Equivalent to one (1) year of experience with general office or clerical work.
- Basic knowledge of applicable university policy and procedures.
- Working knowledge of English, grammar, spelling and punctuation.
- Ability to:
- Identify and solve standard problems that occur within the staff, students and in general public.
- Set priorities, resolve moderate to complex issues using appropriate knowledge of procedures and exercising good judgment and refer or confer on difficult situations appropriately.
- Perform basic mathematical functions.
- Demonstrate effective written and verbal communication skills.
- Effectively respond to daily/routine inquiries from staff, students, and general public.
- Operate standard office equipment, word processing and related computer software packages.
Equity, Diversity, and Inclusion At Cal Poly Pomona, we are committed to the urgent and ongoing work of creating and sustaining an inclusive campus where all students, faculty, and staff are welcomed, respected and can flourish to achieve their dreams of success.
We believe diversity strengthens community. Cal Poly Pomona proudly holds designations as both a Hispanic-Serving Institution (HSI) and an Asian American and Native American Pacific Islander-Serving Institution (AANAPISI). In 2022, the campus launched the Black Thriving Initiative recognizing that Cal Poly Pomona’s future as a university must be linked to the success of its Black community.
More information about our campus initiatives can be found on the Office of Inclusive Excellence’s website .
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. For more information, go to https://calstate.policystat.com/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/ .
CSU Classification Salary Range This position is part of the California State University Employees Union (CSUEU) bargaining unit 7. 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 $3,680 and maximum $5,783 per month. Please refer to the anticipated hiring range for the appropriate salary rate for this particular position.
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. For more information, go to https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents .
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 .
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 . For more information, go to Employment Notices .
Equal Employment Opportunity Cal Poly Pomona is an Equal Opportunity Employer, committed to promoting an inclusive and diverse workforce. The university subscribes to 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 veteran or military status. We engage the talents of all qualified workers, regardless of their background. More information is available at Equal Employment Opportunity statement .
Other Notices For other important employment notices, we invite you to visit Cal Poly Pomona’s Employment Notices web page.
Advertised: Jul 01 2024 Pacific Daylight Time
Applications close: Jul 15 2024 Pacific Daylight Time
Closing Date/Time:
