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Housing Coordinator, Admissions & Occupancy

Position Details

Position Information

Position Title Housing Coordinator, Admissions & Occupancy
Who We Are
At BCIT, putting people at the core of everything we do is paramount. This idea is the foundation of BCIT’s People Vision, which describes the Institute’s goals and priorities in respect to our people. In a complex and uncertain world, it’s vital our people feel valued, supported and connected. BCIT champions a culture of innovation and global progress through people’s imagination and creativity. With a competitive compensation package, great work-life balance, and career advancement opportunities, see why we’ve earned the title of one of BC’s Top Employers for over ten years running.
Position Summary
BCIT’s Student Operations department is seeking a regular, full time (1.0 FTE) Housing Coordinator, Admissions & Occupancy who will be responsible for coordinating the student housing admissions, assignments, and occupancy management. Handles room allocations and resident assignments, coordinating the entire lifecycle from admissions to move-out. Assigns and allocates rooms to support the maximization and optimal utilization to achieve annual occupancy targets. Operates as the housing software super-user, coordinating changes, maintenance and effective utilization of the systems.
Duties & Responsibilities
DUTIES AND RESPONSIBILITIES:

Admissions, Assignments and Occupancy
  • Coordinates and administers the Housing application and admissions process including collaborating with Institutional stakeholders such as Accessibility Services, Indigenous Initiatives, Admissions, Student Financial Aid and Awards as appropriate to ensure students are assigned housing and accommodated appropriately. Ensures Department and Institute policies and procedures are followed.
  • Coordinates move ins and move outs, including, but not limited to, scheduling check ins, creating and distributing documentation, notifying department and Institutional partners and preparing keys.
  • Processes applications and makes bookings recognizing BCIT’s varying program lengths, year-round start dates and apprenticeship programs. Ensures admissions are processed according to established department procedures. Confirms documentation and information is gathered and entered into the system appropriately.
  • Coordinates occupancy levels to ensure optimal room utilization is maximized and to meet Housing targets as set by the department.
  • Monitors occupancy levels, highlights concerns to housing management and addresses potential occupancy concerns.
  • Responds to inquiries including but not limited to: answering inquiries on housing information, room bookings and availabilities.


Reporting and Data Management
  • Accurately maintains system records related to student housing.
  • Creates and modifies reports on student housing data for operational use and decision making.
  • Works with housing system to set up space allocation and room selection procedures, assigning students, collecting and analyzing assignment data, and generating occupancy reports to inform department decision making.

Payments
  • Monitors and follows up on payments, working with residents through the creation of payment plans as per Department and Institutional guidelines.
  • Pursues bad debt and arrears. Escalates any outstanding debts to Housing Management, then to Finance, when debt collection is required.

Housing Software Coordination
  • Acts as the department’s system super-user and system administrator for the housing management software, providing troubleshooting support when issues arise. Submits and tracks IT/software tickets when system issues require IT/software support for resolution.
  • Identifies system and software fixes, design changes or upgrading needs to ensure department computers and systems are in good working order. Coordinates problem resolution, implementation changes and upgrades as needed. Works closely with application designers and IT Services to ensure system consistently meets the needs of the Housing Department. Reviews notable system or information changes with management.
  • Administer security settings and user access for department users and internal partner users, in accordance with established procedures and policies.
  • Conducts periodic audits of information accuracy contained in the system.
  • Keeps abreast of technology changes as they affect the Housing Office through regular training and skills upgrading.
  • Responsible for all administrative updates to the system including, but not limited to, updates to the application and admissions, billing and fee, check-ins, key management, facilities and student conduct information and the student portal.
  • Works with Management to build fee and billing tables within the system to ensure the smooth transfer of information.
  • Identifies department workflows, business processes and policy changes and makes recommendations to management for system/process improvements for better alignment.
  • Works with internal and external consultants to build and implement system changes/updates, ensuring workflows are aligned with management’s plans, established department and Institution procedures and policies.
  • Trains other department employees on system use and updates. Creates and updates user guides for system users.

Administrative Duties and Operational Support
  • Creates and distributes resident correspondences and housing communication documents via print, online, or social media.
  • Prepares and distributes marketing materials for student housing including for website, social media and print. Attends marketing events such as Big Info or Open House. These events may occur outside of regular working hours.
  • As part of the housing team, supports the ongoing maintenance of a friendly, safe, wellness-focused and supportive atmosphere for residents and guests. Ensures inclusivity and good judgement is practiced and supported, where students can reach their fullest potential and be supported.
  • Keeps an awareness of visitors, guests and any potential concerning behaviours or safety concerns. This includes, responding to fire alarms, escorting contractors and visitors, and answering the on duty phone during office hours. Ensures appropriate personnel are notified and safety protocols are followed accordingly.
  • Provides general back-up support for front desk activities for coverage and during high-volume periods. Includes answering inquiries, escorting contractors and guests, conducting tours and processing check-in/check-outs, keys, mail and parking passes.
  • Participates in Records Custodian training and remains current with record keeping practices, policies and procedures (both BCIT and FOIPOP).
  • Undertakes the duties and responsibilities of Records Custodian in compliance with FOIPOP and Institute policies and procedures, including: maintaining index and retrieval system of office files through the Directory of Records Database (DRDB), or appropriate alternative’ procuring file folder labels through the DRDB, or appropriate, indicating the classification to which files belong; filing incoming documents into the records management system to support the business process; and, as appropriate, assisting other office staff with proper security levels to identify and retrieve active records.
  • Undertakes related duties as assigned, consistent with the job grade for this position.
Qualifications
QUALIFICATIONS:

Definition: The qualifications section for this job was developed using the approved job evaluation plan, agreed to between the BCGEU and BCIT. The qualifications represent the minimum qualifications required in the future (i.e. to be reflected in job postings) and do not reflect the incumbent’s existing qualifications.

Education:
  • Completion of a four year bachelor’s degree in business administration, tourism or hotel management.


Experience:
  • Two years general office experience plus three years current and practical experience in this or related jobs inside or outside the Institute.
  • Experience in a student residence, working with post secondary students or young adults in a collegial or team environment, or hotel front-end customer service experience which includes receiving and processing accommodation reservations.
  • Customer service experience is required.
  • Occupancy management experience.

Software/Computer Application(s) and Expertise:
  • Demonstrated advanced working experience in Microsoft Office suite applications.
  • Strong technical system and database application skills.
  • Experience as a super-user in StarRez student housing software or an equivalent product.
  • Proven experience using reporting software.
  • Experience using social media and web applications.
  • Ability to understand the interconnectivity between process and systems.

Communication/Interpersonal Skills:
  • Excellent oral and written communication skills.
  • Proven professionalism in customer service excellence, including telephone skills and in-person guest service in a front-line environment.
  • Ability to bring a positive and friendly attitude with a proven ability to build rapport with a diverse group of customers, colleagues and young adults.
  • Proven ability to exercise good judgment, be diplomatic and to remain calm.
  • Demonstrated ability to work effectively in a team environment and independently.

Administrative Skills (e.g. prioritizing, minute taking, wp speed, etc.):
  • Excellent organizational and planning skills, with strong ability for actioning follow-up and time management.
  • Proven ability to multi-task in a busy customer service environment and to stay focused with many frequent interruptions and distractions.
  • Proven attention to detail and ability to complete tasks in a timely manner.
  • Demonstrated adaptability and flexibility in meeting changing demands.

Other Skills/Abilities:
  • Must be able to work an irregular workweek during student housing office hours. Shifts can range between 7:00 –20:00 weekdays. Incumbent will be required to work during peak periods and some weekends throughout the year.
  • Will be required to work Labour Day weekend and during our semester transition periods in August, September and January. Position may not take vacation at the same time as other housing office positions.
Additional Information
Benefits – Why you’d love working with us

  • Competitive pay
  • Minimum of fifteen days of vacation
  • Competitive employer-paid extended health and dental plan – take a look at our benefit plans!
  • Defined benefit pension plan with employer contributions
  • Professional Development funds and resources
  • Access to most BCIT Flexible Learningcourses free of charge
  • Wellness and Employee Assistance programs
  • Complimentary membership with free access to the Fitness Centre, Gymnasium, and more


BCIT values diverse experiences, ideas, cultures and perspectives and is committed to fostering a diverse and inclusive workplace. As an equal opportunity employer, we encourage applications from members of all groups experiencing barriers to equity. If you require accessibility accommodations during any part of the application or hiring process, please contact RecruitmentAssistant@bcit.ca so we can best support you. Please note that all applications must be submitted via the careers page portal, email applications will not be accepted.

The British Columbia Institute of Technology acknowledges that our campuses are located on the unceded traditional territories of the Coast Salish Nations of xwməθkwəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səl̓ilwətaɁɬ (Tsleil-Waututh).
Salary Range Salary Grade 8: $60,844 - $66,099 per annum.
Additional Salary Information
External hires are initially placed at the minimum of the salary range with set progressions to the maximum as per the Collective Agreement. Salary prorated based on percentage and term of appointment.
Position Details

Posting Category Administration
School/Service Area Student Operations
Campus Location Burnaby campus
Bargaining Unit BCGEU Support Staff
Job Status Regular
Full-Time/Part-Time Full-Time
Number of Vacancies 1
Anticipated Start Date 05/20/2024
Anticipated End Date
Competition Information

Competition Number 24B411
Competition Open Date 04/20/2024
Competition Close Date 05/05/2024
Open Until Filled? No
Quicklink for Posting https://careers.bcit.ca/postings/8343

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * What is the highest level of education attained?
    • GED
    • High School Diploma
    • Certificate
    • Diploma
    • Associates Degree
    • Bachelors Degree
    • Masters Degree
    • PHD
  2. * How many years of experience do you have in this type of position?
    • 0-1
    • 1-2
    • 3-5
    • 6-9
    • 10+
  3. * New employees to BCIT are initially placed at the minimum of the salary range with set progressions to the maximum as per the Collective Agreement. The salary is prorated based on percentage and term of appointment. Please select which statement best describes your situation:
    • I am a current BCIT employee, this is not applicable to my situation.
    • I am not a current BCIT employee and would be satisfied with placing at the minimum of the indicated salary range.
    • I am not a current BCIT employee and would not be satisfied with placing at the minimum of the indicated salary range.
  4. * All positions at BCIT require on campus presence at the applicable campus location(s). This means the successful candidate must be able to and willing to relocate to the Lower Mainland. Please select from the following that best describes your situation:
    • I currently reside in the Lower Mainland
    • I do not currently reside in the Lower Mainland, however I am willing and able to relocate if found to be the successful candidate
    • I do not currently reside in the Lower Mainland and I am unwilling to relocate

Documents Needed to Apply

Required Documents
  1. Resume
  2. Cover Letter
Optional Documents