Job Details
Type of Appointment
Full Time Probationary
Job Classification Housing Operations Professional II
Anticipated Hiring Range : $3,879 - $4,500 per month
Work Schedule Monday - Friday; 8am - 5pm
THE DEPARTMENT As a department within the Division of Student Affairs University Housing Services (UHS) it 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 approximately $30 million, makes $2 million in annual capital improvements and houses over 2,800 students. It has approximately 50 full‑time professional staff persons and is complemented by a student staff of approximately 200.
DUTIES AND RESPONSIBILITIES Application & Process Management
Oversee the UHS housing application process and ensure systems and procedures support a positive student and family experience, collaborating closely with IT Systems, Enrollment Services, and Cal Poly Pomona Enterprises.
Monitor and analyze occupancy levels, generate reports, and recommend strategies to achieve target goals.
Evaluate and implement new processes within the housing management system, including application functions, custom reporting, and tracking procedures.
Coordinate check‑in and check‑out procedures in alignment with other departmental and campus‑wide operations.
Work with IT and Facilities on room readiness, access control systems, and residential key processes.
Assignments & Contracting Management
Manage contracting assignments and room selection processes to ensure timely, accurate, and transparent service for residents and campus partners, supporting specialized student populations and coordinating closely with academic and student support programs.
Coordinate the development, approval, and distribution of annual license agreements.
Manage waiting lists, resident assignments, and rosters to support optimal occupancy.
Review and process assignment change requests, exemptions, and cancellations to ensure timely backfilling of vacancies.
Support specialized housing needs by collaborating with Athletics, Renaissance Scholars, Disability Resource Center, Kellogg Honors College, and other partners.
Serve as the primary point of contact for assignment‑related inquiries from students, parents/families, and prospective students.
Accounts Receivable
Manage accounts receivable functions related to student housing fees totaling approximately $40 million annually, coordinating with Student Accounting & Cashiering Services and Financial Aid.
Coordinate the distribution of communications regarding housing confirmations, billing, meal plans, assignment notifications, and waitlist updates.
Outreach to residents with enrollment or payment issues and collaborate with university offices to verify student status.
Research, analyze, and reconcile account discrepancies in collaboration with Student Accounting & Cashiering Services and Financial Aid & Scholarships.
Coordinate administrative holds and eviction processes when necessary.
Support annual processes for room rate setting, occupancy projections, and revenue forecasting.
Monitor and report on revenue reconciliation for University Housing Services and Cal Poly Pomona Enterprises Dining Services.
Communication & Customer Service
Serve as the primary point of contact for students, parents/families, and prospective students regarding all housing‑related processes.
Respond to a high volume of inquiries via email, phone, and in person with accurate, timely, and professional information.
Provide regular communications about key UHS processes, including applications, assignments, move‑in/move‑out, waitlists, billing, and cancellations.
Address a wide range of concerns, including complex or emotionally charged situations, with empathy, patience, and professionalism.
Utilize strong problem‑solving and conflict‑resolution skills to de‑escalate challenging interactions and ensure students and families feel supported and informed.
General Responsibilities
Process Coordination: partner with UHS Administrative Analysts and Administrative Support Coordinators to ensure consistent and efficient housing operations.
Training & Communication: provide housing information presentations and training to UHS staff, student leaders, campus partners, students, and parents/families; document business processes and train staff and student leaders in housing systems and procedures.
Cross‑Functional Support: serve as a back‑up for other Administrative Analysts as needed.
Other Duties: perform additional tasks as assigned to meet the operational needs of University Housing Services.
QUALIFICATIONS
Bachelor’s Degree in a related field or equivalent.
Two years of relevant experience (or substitute education for experience on a year‑for‑year basis).
Foundational knowledge of housing operations and policies.
Ability to analyze and address problems using reasoning and application of standard practices and procedures.
Demonstrated communication and interpersonal skills to present information clearly and concisely.
Ability to work independently as well as part of a team with a student service‑oriented approach.
Flexibility to adapt to changing priorities and deadlines.
Organizational skills to plan, organize, and prioritize work.
Computer skills to use relevant software packages.
Knowledge of housing operations systems, policies, procedures, laws, regulations, and best practices.
Knowledge of student organizations, collegiate policies, and communications.
Strong analytical skills to assess operational efficiency and support budget management.
Ability to lead training for students and housing support staff.
Proficiency in using housing operations software.
PREFERRED QUALIFICATIONS
Outstanding writing, oral communication, and organizational skills with demonstrated experience in all major areas of the position.
Thorough knowledge of policies, procedures, and regulations pertaining to the administrative specialty.
Experience with operational and fiscal analysis techniques.
Initiative and ability to work independently in various situations with diverse demands.
Ability to work occasional weekends and evenings to meet customer needs.
Experience supervising administrative support staff in a high‑customer‑contact office.
Previous experience with StarRez and Oracle PeopleSoft software applications.
Out of State Work The California State University (CSU) system prohibits hiring employees to perform CSU‑related work outside California. For more information consult the CSU Out‑of‑State Employment Policy.
Background Check Cal Poly Pomona will make a conditional offer of employment to final job candidates pending satisfactory completion of a background check.
CSU Classification Salary Range This position is part of the CSUEU bargaining unit 9. Minimum $3,879 and maximum $7,488 per month.
Employment Eligibility Verification Cal Poly Pomona hires only individuals lawfully authorized to work in the United States.
University Driving Requirement Positions requiring driving must comply with the Authorized University Driver Policy.
Conflict of Interest This position is a designated position in the CSU Conflict of Interest Code.
Child Abuse / Neglect Reporting Act (CANRA) The person holding this position is a mandated reporter under the California Child Abuse and Neglect Reporting Act.
Security & Fire Safety University security policies and reports are available for viewing.
Pay Transparency Nondiscrimination Cal Poly Pomona will not discriminate based on pay inquiries.
Reasonable Accommodation We provide reasonable accommodations for applicants and employees with disabilities.
Equal Employment Opportunity Consistent with California law and federal civil rights laws Cal Poly Pomona provides equal opportunity in employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, national origin, and other protected status.
Other Notices For other important employment notices, visit Cal Poly Pomona’s Employment Notices web page.
Employment Type Full‑time, 1 vacancy.
Monthly Salary $3,879 - $4,500
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Job Classification Housing Operations Professional II
Anticipated Hiring Range : $3,879 - $4,500 per month
Work Schedule Monday - Friday; 8am - 5pm
THE DEPARTMENT As a department within the Division of Student Affairs University Housing Services (UHS) it 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 approximately $30 million, makes $2 million in annual capital improvements and houses over 2,800 students. It has approximately 50 full‑time professional staff persons and is complemented by a student staff of approximately 200.
DUTIES AND RESPONSIBILITIES Application & Process Management
Oversee the UHS housing application process and ensure systems and procedures support a positive student and family experience, collaborating closely with IT Systems, Enrollment Services, and Cal Poly Pomona Enterprises.
Monitor and analyze occupancy levels, generate reports, and recommend strategies to achieve target goals.
Evaluate and implement new processes within the housing management system, including application functions, custom reporting, and tracking procedures.
Coordinate check‑in and check‑out procedures in alignment with other departmental and campus‑wide operations.
Work with IT and Facilities on room readiness, access control systems, and residential key processes.
Assignments & Contracting Management
Manage contracting assignments and room selection processes to ensure timely, accurate, and transparent service for residents and campus partners, supporting specialized student populations and coordinating closely with academic and student support programs.
Coordinate the development, approval, and distribution of annual license agreements.
Manage waiting lists, resident assignments, and rosters to support optimal occupancy.
Review and process assignment change requests, exemptions, and cancellations to ensure timely backfilling of vacancies.
Support specialized housing needs by collaborating with Athletics, Renaissance Scholars, Disability Resource Center, Kellogg Honors College, and other partners.
Serve as the primary point of contact for assignment‑related inquiries from students, parents/families, and prospective students.
Accounts Receivable
Manage accounts receivable functions related to student housing fees totaling approximately $40 million annually, coordinating with Student Accounting & Cashiering Services and Financial Aid.
Coordinate the distribution of communications regarding housing confirmations, billing, meal plans, assignment notifications, and waitlist updates.
Outreach to residents with enrollment or payment issues and collaborate with university offices to verify student status.
Research, analyze, and reconcile account discrepancies in collaboration with Student Accounting & Cashiering Services and Financial Aid & Scholarships.
Coordinate administrative holds and eviction processes when necessary.
Support annual processes for room rate setting, occupancy projections, and revenue forecasting.
Monitor and report on revenue reconciliation for University Housing Services and Cal Poly Pomona Enterprises Dining Services.
Communication & Customer Service
Serve as the primary point of contact for students, parents/families, and prospective students regarding all housing‑related processes.
Respond to a high volume of inquiries via email, phone, and in person with accurate, timely, and professional information.
Provide regular communications about key UHS processes, including applications, assignments, move‑in/move‑out, waitlists, billing, and cancellations.
Address a wide range of concerns, including complex or emotionally charged situations, with empathy, patience, and professionalism.
Utilize strong problem‑solving and conflict‑resolution skills to de‑escalate challenging interactions and ensure students and families feel supported and informed.
General Responsibilities
Process Coordination: partner with UHS Administrative Analysts and Administrative Support Coordinators to ensure consistent and efficient housing operations.
Training & Communication: provide housing information presentations and training to UHS staff, student leaders, campus partners, students, and parents/families; document business processes and train staff and student leaders in housing systems and procedures.
Cross‑Functional Support: serve as a back‑up for other Administrative Analysts as needed.
Other Duties: perform additional tasks as assigned to meet the operational needs of University Housing Services.
QUALIFICATIONS
Bachelor’s Degree in a related field or equivalent.
Two years of relevant experience (or substitute education for experience on a year‑for‑year basis).
Foundational knowledge of housing operations and policies.
Ability to analyze and address problems using reasoning and application of standard practices and procedures.
Demonstrated communication and interpersonal skills to present information clearly and concisely.
Ability to work independently as well as part of a team with a student service‑oriented approach.
Flexibility to adapt to changing priorities and deadlines.
Organizational skills to plan, organize, and prioritize work.
Computer skills to use relevant software packages.
Knowledge of housing operations systems, policies, procedures, laws, regulations, and best practices.
Knowledge of student organizations, collegiate policies, and communications.
Strong analytical skills to assess operational efficiency and support budget management.
Ability to lead training for students and housing support staff.
Proficiency in using housing operations software.
PREFERRED QUALIFICATIONS
Outstanding writing, oral communication, and organizational skills with demonstrated experience in all major areas of the position.
Thorough knowledge of policies, procedures, and regulations pertaining to the administrative specialty.
Experience with operational and fiscal analysis techniques.
Initiative and ability to work independently in various situations with diverse demands.
Ability to work occasional weekends and evenings to meet customer needs.
Experience supervising administrative support staff in a high‑customer‑contact office.
Previous experience with StarRez and Oracle PeopleSoft software applications.
Out of State Work The California State University (CSU) system prohibits hiring employees to perform CSU‑related work outside California. For more information consult the CSU Out‑of‑State Employment Policy.
Background Check Cal Poly Pomona will make a conditional offer of employment to final job candidates pending satisfactory completion of a background check.
CSU Classification Salary Range This position is part of the CSUEU bargaining unit 9. Minimum $3,879 and maximum $7,488 per month.
Employment Eligibility Verification Cal Poly Pomona hires only individuals lawfully authorized to work in the United States.
University Driving Requirement Positions requiring driving must comply with the Authorized University Driver Policy.
Conflict of Interest This position is a designated position in the CSU Conflict of Interest Code.
Child Abuse / Neglect Reporting Act (CANRA) The person holding this position is a mandated reporter under the California Child Abuse and Neglect Reporting Act.
Security & Fire Safety University security policies and reports are available for viewing.
Pay Transparency Nondiscrimination Cal Poly Pomona will not discriminate based on pay inquiries.
Reasonable Accommodation We provide reasonable accommodations for applicants and employees with disabilities.
Equal Employment Opportunity Consistent with California law and federal civil rights laws Cal Poly Pomona provides equal opportunity in employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, national origin, and other protected status.
Other Notices For other important employment notices, visit Cal Poly Pomona’s Employment Notices web page.
Employment Type Full‑time, 1 vacancy.
Monthly Salary $3,879 - $4,500
#J-18808-Ljbffr