The Housing Services Coordinator serves as a member
of the Area Management Team in the overall operations and management
of the residential area. The HSC's assist the Area Director or
Student Affairs Associate in the operations of the front desk
and administration of the hall including checking the condition
of facilities, following up on maintenance calls, monitoring room
keys, ensuring the upkeep of all operations documentation, responding
to emergencies and assisting with the area wide events and projects.
A. MANAGEMENT
As a key member of the area management team, the Housing Services Coordinator aides the Area Director or Student Affairs Associate in the management functions of the area. This is a position with supervisory responsibility.
1. Assume responsibility for the hall/area in the absence of the AD and SAA.
2. Respond to emergency situations and provide necessary follow-up.
3. Attend weekly supervision meeting with the AD or SAA.
4. Attend all quad management team and halls staff meetings.
5. Support and maintain all university and departmental standards and regulations consistently and fairly.
6. Hire, train, and supervise a staff of Desk Service Coordinators (DSCs).
7. Meet as needed with the entire DSC staff for training and exchange of necessary information.
8. Communicate regularly with each individual DSC to insure proper training and supervision.
9. Conduct fall semester performance appraisals of the DSCs (along with the AD or SAA) and evaluate each for rehire for the following year if applicable.
10. Assist in development and implementation of hall and front desk procedures.
11. Assist the AD or SAA in the formulation of staff development activities for the RA and DSC staff. Attend all staff development activities.
B. ADMINISTRATION
1. Manage the front desk by monitoring and replacing supplies and forms, supervising equipment checkout procedures and maintaining appropriate cleanliness of desk areas.
2. Assist the AD or SAA in opening and closing the hall(s) and in the day-to-day operations for the halls throughout the year (inclusive of break periods).
3. Establish and maintain DSC work schedule and process payroll accordingly.
4. Oversee security and maintenance of the front desk equipment before and after breaks.
5. Maintain up-to-date log of keys, equipment, supplies, common area furnishings, etc.
6. Provide the following reports weekly: Facilities Issues, Furniture Issues, Key Inventory, and Security Concerns.
7. Maintain up-to-date rosters at the desk area.
8. Inventory the condition of all front desk and common area equipment and provide a report to the AD and SAA at the beginning and end of each semester.
9. Coordinate with AD, SAA, or Assistant Director of Housing Services regarding necessary repairs to equipment.
10. Initiate payroll procedures for DSCs and track work-study stipends, wages, etc. with the AD or SAA.
11. Ensure that each resident has a Room Condition Report on file within two weeks of the start of each semester and produce follow-up compiled reports
12. Maintain updated Room Condition Reports throughout the semester initiating proper charges when room changes occur.
13. Conduct a weekly building/quad walk-through to evaluate the condition of facilities.
14. Handle other administrative tasks as assigned by the AD, SAA, or other central HRL
Staff and assist area-wide senior staff in management duties as needed per area.
C. PUBLIC RELATIONS
1. Respond to inquiries by students, parents, and Tulane employees.
2. Post and maintain necessary information at the front desk (phone numbers, office hours, services available, etc.)
3. Inform residents of procedures, policies, and services available at the desk.
4. Coordinate and implement services and amenities at the front desk.
5. Serve as a role model to a Resident Advisor staff, Desk Service Coordinator staff, and residents by supporting and living within the guidelines established by Tulane University and Housing and Residence Life whether in the hall, on campus, or in an off-campus social setting and by following appropriate channels of communication.
6. Develop professional relationships with the Resident Advisors and Desk Service Coordinators. Communicate any staff and resident concerns to the AD and SAA.
7. Coordinate desk procedure training, staff development, in-service training, and committees with input from the Area Director.
D. DEPARTMENTAL:
1. Attend appropriate meetings with the central office staff.
2. Work with special projects coordinated through the central office.
A. Minimum of two semesters of positively-evaluated experience as a Resident Advisor or as a Desk Service Coordinator at Tulane University.
B. Junior, senior, or graduate academic status. Please note: All things being equal, candidates who are currently employed will be given preference.
C. High level of maturity with demonstrated exceptional administrative, organizational, and interpersonal skills.
A. Period of employment extends for approximately nine months beginning one week prior to the Resident Advisor Fall Workshop and ending after all tasks have been completed following the closing of the halls (generally 24 to 48 hours after the last halls officially close). Each HSC will be expected to provide staff supervision when halls remain open for Thanksgiving, Spring Break, and semester breaks. Each HSC is also expected to be available during Mardi Gras. Continuation of employment is dependant upon successful completion of all tasks, positive evaluation by the AD and/or SAA, and continued exhibition of growth and enthusiasm for the position.
B. Remuneration: A room with private bath facilities valued at approximately $5,500 per year, a $2600.00 stipend paid in bi-weekly increments, and $500 meal plan stipend per semester (breakdown: 25 meals with remaining money to be applied to greenbucks).
C. Time off in the form of one weekend per month is encouraged, with the time arranged in advance with the AD and/or SAA and HSC to ensure proper coverage; weekends off are defined as extending from Friday noon to Sunday 10:00pm.
D. As it is the nature of this position to be an emergency response person, HSCs are expected to sleep in their building unless they are taking an official weekend off. Both HSCs and the AD or SAA may not be out of the building overnight at the same time.
E. The HSC position must be the primary non-academic commitment. If an extracurricular activity or other job is interfering with the HSC’s ability to perform his or her duties to the standards set by the AD and/or SAA, the HSC will be asked to make immediate necessary changes to come back into acceptable standards or to end his or her outside position.
The Housing Services Coordinator is a member of the senior
staff team who holds responsibility for overall maintenance
of the area’s front desk. As such, they hire, train, and supervise
a staff of Desk Services Coordinators.