Assignments Specialist

Assignment Specialist

Position Description
This position serves in the Contracts, Assignments & Billing unit within Housing & Residential Life (HRL), and is responsible for planning, implementing, and coordinating activities related to the housing assignments of new and returning students to the University owned and/or operated Residence Halls and Apartments. This position is also responsible for providing on-going coordination of the Summer School housing program as well as providing primary backup for the Accounts Receivables area. This position reports to the Coordinator of Contracts, Assignments & Billing.

Responsibilities for this position include the following:

Assignment Coordination (35%)
* Coordinate the reserved space and special accommodations assignment process.
* Coordinate spring housing assignments process.
* Oversee all aspects of the Summer School Housing program, including ongoing evaluation and improvement of the process.
* Administer the summer planning calendar to ensure the program runs efficiently.
* Manage the manual housing assignment process including transfer students, priority and general waitlists, returners who missed signing up for a room, housing staff members and priority assignees.
* Liaison with reserved space programs including but not limited to Intercollegiate Athletics, International Reserved Space, etc.
* Liaison with the Disability Resource Center (DRC) and the on campus dining dietician to coordinate the reserved and special accommodation process including student communication after DRC accommodation and Support Animal recommendations have been made.
* Ensure the unit receives and timely processes housing application and assignment cancellations.
* Assign "walk in" students to residence halls and apartments based on the preferences of the students and room availability.
* Evaluate assignment change requests and reassign students as space becomes available.
* Assist in the design of new housing applications and forms.
* Provide guidance with implementing departmental processes into procedures in the Housing Occupancy Management Enterprise System (HOMES).
* Assist with the design and implementation of the International and Domestic Early Arrival processes.
* Provide work direction on housing assignments to the BOS staff and other CAB employees.

Assignments Communication (35%)
* Coordinate the CAB communication process with campus departments and collegiate units for the Reserved Space program.
* Develop and annually refine written procedures for the Reserved Space coordinators regarding applications, assignments and program approvals.
* Write and maintain process documentation for the Contracts, Assignments & Billing (CAB) unit and Summer School Housing.
* Update, edit and proofread content for the HRL website and various publications and correspondence.
* Maintain the CAB calendar and provide content for departmental communications.

Other Administrative Duties (30%)
* Provide backup for the accounts receivable/billing area.
* Provide information to students, parents and other stakeholders in person, by phone and by email.
* Provide backup for the housing information desk.
* Provide work direction for CAB student staff.
* Represent the CAB unit on various committees.
* Assist with Business Operations Supervisor (BOS) training
* Serve as a representative of Housing & Residential Life at Student Orientation and information/welcome fairs.
* Other duties as assigned by the Coordinator of Contracts, Assignments & Billing.

Work Environment: Work is performed in an office and remote work setting.
Job Classification: 8423HG
Job Class Title: Campus Operations Professional 3 - Housing Operations
Revision Date: 10/29/2024

Minimum Qualifications
* BA/BS plus four years of experience or or a combination of related education and work experience to equal at least eight years.
* Excellent written communication, verbal communication, and interpersonal skills are essential.
* Extensive knowledge of computer software and experience navigating web applications.
* Ability to handle multiple tasks and manage and maintain a high volume work environment under stressful situations.
* Prior customer service experience is required.

Preferred Qualifications
* An understanding of HOMES software.
* One year of work experience in a University and/or housing program environment.

Working at the University

At the University of Minnesota, you'll find a flexible work environment and supportive colleagues who are interested in lifelong learning. We prioritize work-life balance, allowing you to invest in the future of your career and in your life outside of work.

The University also offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost

Please visit the Office of Human Resources website for more information regarding benefits.

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).