Assignments & Billing Coordinator- University Housing - 14271

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INTRODUCTION:

The University Housing Department is currently seeking an Assignments and Billing Coordinator (Program Assistant Advanced Confidential).

The normal working hours for this position are 7:45AM to 4:30PM, Monday through Friday.

JOB DUTIES:

This position provides support for the Assistant Director – Residential Operations that houses approximately 4300 students. Primary responsibilities associated with this position include, but are not limited to the following: processing residence hall applications/contracts, appeals to the residency requirement, reconciling student accounts, and general clerical duties.

45%   A. Primary Support for Room Assignments and Contract Administration.

1. Review, prepare and process residence hall applications/contracts and enter data onto StarRez (housing management system) computer systems for each semester, summer school, Winterim, and interim housing.
2. Review and process withdrawals, cancellations, and room changes onto StarRez and University Housing Staff Portal computer systems.
3. Process residence hall contract appeals to the Board of Regents’ Residency Requirement.
4. Manually process room assignments onto all computer systems when necessary.
5. Assist with the Reapplication process by answering questions, processing contracts, and maintaining hard copy of hall/room rosters. Enter assignments onto StarRez computer systems when necessary.
6. Staff Room Assignments office for fall and spring hall opening day.
7. Process housing security deposit refund/forfeit requests.
8. Hire, Train and Supervise student staff within the Room Assignments office.

25%   B. Coordination of Reporting/Reconciliation of Room Assignment Program.

1. Reconcile of occupancy information by investigating and following up with Complex Director and Assistant Complex Director Staff when necessary.
2. Keep accurate information regarding student’s intentions for second semester.
3. Gather, compile, prepare, and process room changes and prepare requested reports.
4. Maintain accurate records of contracts received and cancelled.
5. Maintain weekly occupancy stats report.
6. Prepare summer occupancy reports.

15%   C. Coordination of University Housing Billing Processes.

1. Process room-fee waivers for Resident Assistants on StarRez.
2. Enter residence hall charges onto StarRez and maintain corresponding documentation for audit purposes.
3. Reconcile/audit of University Housing charges assessed to the Student Accounts on WINS on a weekly basis.
4. Ensure that all withdrawals, cancellations, and room changes are processed appropriately onto StarRez.

15%   D. General Clerical Duties

1. Assist other areas of University Housing when necessary.
2. Serve as main receptionist in Room Assignments Office.
3. Perform photocopying, collating, filing, scanning, and other general duties.
4. Provide good customer service to both internal and external customers and act as a resource in University Housing.
5. Coordinate filing system as needed.
6. Answer telephones and relay information/messages appropriately.
7. Attend meetings/seminars/workshops; Administrative Team Meetings, Management Team, 1/1's and others as deemed necessary.
8. Respond to requests for confidential information that come from University Administration relating to residence hall students.
9. Coordinate the mailing of all outgoing Federal Express/UPS packages for all University Housing office staff.
10. Screen and/or reviews publications; drafts or rewrite communications.
11. Perform other general duties as assigned.

QUALIFICATIONS:

• Willingness and ability to be an active participant in following applicable safety rules and regulations including necessary training and drills.
• A commitment to customer service and the ability to interact respectfully with people from diverse socioeconomic, cultural and ethnic backgrounds.
• Demonstrated proficiency in Microsoft Office, especially Excel, Word and Outlook, and familiarity using mail merge and label-making software.
• Skills in answering phones, greeting visitors, and referring customers to the appropriate individuals or office.
• Exhibit knowledge of the WINS System.
• Ability to effectively train and lead others, including student staff.
• Must be highly organized with good attention to detail, able to manage multiple priorities at the same time, and able to meet deadlines.
• Ability to develop good rapport and communication with administrators and faculty, as well as various university units and academic programs.
• Ability to work independently, find information and solve problems effectively, and exercise good judgment in completing tasks and projects.
• Willingness to learn new systems and develop new skills.

CAMPUS INFORMATION:

UW-Whitewater (http://www.uww.edu) is the largest regional comprehensive university within the UW System and enjoys a reputation as a high quality residential campus located near the scenic Kettle Moraine State Forest in southeastern Wisconsin. UW-Whitewater is situated on 400 acres of land and has an annual budget of more than $219 million. UW-Whitewater is located in the community of Whitewater, which has 14,622 residents and is within convenient driving distance to the metropolitan areas of Madison, Milwaukee and Chicago. The university enrolls more than 12,000 students in more than 50 majors housed within four academic colleges. UW-Whitewater also offers 16 master’s degrees and a Doctorate in Business Administration. The university’s strategic plan can be found at: www.uww.edu/strategic-plan. It has a special mission within the UW System to serve students with disabilities and, as such, embraces the principles of universal design and is one of the most accessible campuses in the state. UW-Whitewater is a Division III NCAA university and member of WIAC (http://wiacsports.com). The campus has over 200 student organizations and is a vital economic engine for southeastern Wisconsin.

UW-Whitewater is committed to seeking and sustaining a culturally and ethnically diverse campus environment, building a diverse faculty and staff with expertise and interest in serving students with diverse needs, backgrounds, ethnicities, abilities and other distinct characteristics in respectful, sensitive and understanding ways. The University of Wisconsin-Whitewater is an Equal Opportunity and Affirmative Action Employer, and actively seeks and encourages applications from women, people of color, persons with disabilities, and veterans.

ORGANIZATION INFORMATION:

The University of Wisconsin-Whitewater is part of the 26-campus University of Wisconsin System (https://www.wisconsin.edu).

Wisconsin Statute 19.36(7)(b) provides that applicants may indicate in writing that their identity should be kept confidential. In response to a public records request, the University will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful final candidate will be released. See Wisconsin Statute 19.36(7)(a).

UW-Whitewater requires criminal background checks as a contingency to employment. A criminal background check will be conducted prior to an offer of employment.

The University of Wisconsin-Whitewater requires that all employees be active participants in following applicable safety rules and regulations including necessary training and drills.

For UW-Whitewater Campus safety information and crime statistics/annual Security Report, see http://www.uww.edu/asfr. If you would like a paper copy of the report please contact the UW-Whitewater Police at 262-472-4660.

SPECIAL NOTES:

UW-Whitewater embraces AAC&U’s LEAP principles (http://www.uww.edu/leap) and emphasizes student, staff and faculty participation in High-Impact Practices (https://www.aacu.org/resources/high-impact-practices). The Office of Research and Sponsored Programs (http://www.uww.edu/orsp) provides support for faculty scholarly and creative activities as well as other opportunities to apply for reassigned time and/or other resources to support research activities. UW-Whitewater faculty and staff also have access to technology transfer and research resources provided by WiSys (https://www.wisys.org).

TO ENSURE CONSIDERATION:

Applications received by June 12, 2018 are ensured full consideration. Applications received after that date may be given consideration at the discretion of the search committee. The most qualified applicants will be invited to participate in the next step of the selection process.

If you have questions regarding this recruitment, or if you are not able to complete the application online due to a disability or system problem, please contact us at 262-472-1072 or hrstudent@uww.edu.

For questions regarding the position please contact:

Jody Marquardt
Business & Residential Operations Coordinator
262-472-1999
marquarj@uww.edu

HOW TO APPLY:

Only complete application packages will be considered. A complete application includes online submission of the following documents:

• Resume
• Cover Letter
• 3 Professional References

This Job ID is 14271.

Who are you?

A potential applicant who is NOT currently employed by the University of Wisconsin System, click here: UW-Whitewater External Applicants

A current employee of the University of Wisconsin System, click here: UW-Whitewater Internal Applicants

Before you get started with the online application process, we recommend you preview the frequently asked questions (FAQs) by selecting the link below.
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