Residence Admissions Coordinator, Campus Living *Internal University of Winnipeg Applicants Only*

Job Description


Note: Due to the ongoing public health situation, during COVID 19 and to safeguard the wellbeing of the University of Winnipeg community, the work currently being performed will be conducted remotely during this time. The safety of our students, faculty, and staff is our top priority.

Reporting to the Director, Campus Living, the Residence Admissions Coordinator is a member of the on-call management team.

Responsibilities:Responds to inquiries from students, parents, internal & external companies and/or departments in regards to residence admissions, accommodations, availability and application procedures.Provides guidance with the day to day operations of the front line.Schedules staffing for tours of the residences.Sets up residence information packages and ensures all residence contracts are signed and recorded appropriately.Coordinates move-in/move-out workflow processes and is responsible for the setup of move-in/move-out bins, including room condition reports and residence agreements.Coordinates the room assignment processes, including but not limited to summer room assignments, and individual student transfer/re-assignment processes throughout the year.Approves/denies early termination applicants and adjusts bookings as required in StarRez.Required to be on call on a rotational basis throughout the academic and summer term, in the event of any high-level distress or discipline situation. Acts as a liaison with Security Services if necessary and will escalate situations to the Director if necessary.Works with the Director and Manager of Campus Living on hiring and training of Guest Service Assistants.Supervises and manages the Guest Service Assistants.Receives, reviews, and processes applications for hostel guests.Manages and adjusts room inventory on Expedia and to ensure maximum availability on all platforms and is the primary contact for contracting sites.Processes quotes for group booking requests.Creates and maintains incoming hostel fee records including detailed records of fees owing, transfers received, refunds pending, and refunds issued.Provides prospective and current hostel guests with appropriate documents and support including specialized information on resources available on campus and in the community.Accepts, documents, and resolves hostel guest complaints and concerns.Addresses behaviour issues of hostel guests and escalates to the Manager and/or Director, Campus Living.Schedules maintenance and cleaning of rooms in cooperation with cleaning and maintenance staff.Promotes the Short-Term Hostel business internally and externally.Implement policies, procedures, regulations and work routines in compliance with the Hotel Keepers Act.Researches best practices and new developments that relate to short-term hostel programs at universities across Canada.Implements financial evictions when approved by the Director.Prepares invoices for sponsorship events and internal recoveries.Processes and maintains all Purchase Requisitions, purchases and Statement of Expenses.Researches, plans, and implements new solutions to enhance the recruitment, admissions, and placement processes.Develops and maintains a residence recruitment calendar for internal and external events.Assists in the development and execution of the residence recruitment strategy and recruitment events.Represents the Campus Living department at internal and external events.Coordinates outreach efforts and promotional opportunities with internal and external partners.Coordinates photo sessions with Communications Department.Drafts residence brochures with the Communication Department highlighting all residence features.Creates and implements programs in conjunction with the International Student Services to assist with the transition of international students into the residence community.
Qualifications:Undergraduate degree or equivalent experience.A minimum of four years related administrative experience in a post-secondary environment.Experience handling cash and processing payments.Administrative, marketing, and customer service experience.Experience with program planning, staff training, policy implementation, and staff evaluation preferred.Experience working in the hospitality industry preferred.Knowledge of specialized university and housing management software (StarRez, Colleague, and Salto).Knowledge and understanding of Adult Students, University Student Residence Housing and Life Issues, University Student Services Environment, Rental Housing Issues, and FIPPA are preferred.Strong leadership skills.Strong computer skills including proficiency in and experience using Windows (Word, Excel, Publisher, and PowerPoint).Strong interpersonal skills with the ability to work in a team environment including, establishing and maintaining effective and positive working relationships with various levels of internal and external contacts on a variety of programs and projects.Proven ability to plan strategically, to implement plans, and to assess their effectiveness.Ability to apply marketing and sales techniques to attract, convert, and retain students in Campus Living.Excellent verbal and written communication skills, including public speaking and group facilitation.Strong problem solving, analytical and decision-making skills.Ability to administer and implement projects.Ability to prioritize work under pressure and manage multiple tasks to meet deadlines and changing priorities, including superior organizational skills.Ability to work in an environment of regular interruption.Ability to work independently under minimal supervision.High level of understanding of the functions of the Campus Living department preferred.
An equivalent combination of education, experience, skills, knowledge and abilities may be considered.

Condition(s) of Employment:Must be legally entitled to work in Canada.Must be willing and able to work overtime, occasional evenings and/or weekends as schedules demand.Must have successful clearance of a Criminal Record and Child Abuse Registry Check. Please note, the responsibility for both lies with the applicant.
The University of Winnipeg is committed to equity, diversity and inclusion and recognizes that a diverse staff/faculty benefits and enriches the work, learning and research environments, and is essential to academic and institutional excellence. We welcome applications from all qualified individuals and encourage women, members of racialized communities, Indigenous persons, persons with disabilities, and persons of any sexual orientation or gender identity to confidentially self-identify at time of application.
If you require accomodation supports during the recruitment process, please contact Sheena Laurin, HR Assistant at or 204-988-7648.

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