Department name: Community Living – Housing Operations 1
Personnel area: Homewood Student Affairs
Essential Duties and Responsibilities:
Receive and respond to all incoming calls at the Wolman Housing Office's front desk. Refer students, parents, and visitors to the appropriate staff members and various departments.
Stay current on all processes and procedures/operations of Wolman Housing and Community Living to field inquiries and diffuse parent/student complaints.
Write reports and manipulate data using a variety of report writing, word processing, and spreadsheet applications as needed. Work with the database management of all housing histories and assignments for students in Access/SQL/StarRez. Independently design queries imperative to Room Selection processes used to determine student housing status, eligibility, and housing capacity.
Schedule meetings, take minutes and distribute meeting minutes in a timely manner.
Assist in creating and drafting original correspondence to students, parents, and staff regarding move-in, room selection policies, university housing breaks and end of year closedown. Send out mail merges when necessary. Send out warning notices to students who do not have full time student status. Independently develop and send responses to all email inquiries, including those involving questions on Housing policies and procedures. Coordinate, prepare and utilize the database for mailings to students and parents using I. Q Access, StarRez, and the Student Housing Access System.
Develop and implement a comprehensive social media strategy in an effort to increase the social media presence and communication within the residential community (blogs, FB, twitter, Word Press, etc.) Measure the impact of social media on the overall operation of the Wolman Housing Office. Explore and recommend new trends and/or new social media models.
Responsible for creating, maintaining and editing the Website utilizing WordPress and other appropriate web development software to include housing information such as room selection processes and move-out. Write and develop final website copies.
Produce highly polished Housing marketing materials, primarily for all room selection processes and move-in information utilizing industry standard design software (i.e. Photoshop, Illustrator, InDesign) Send copy via electronic server uploads and/or email to Printer Company.
Assist in staffing the Community Living Advisory Board, monitoring the advisory board email account and send out information.
Disseminate information to various JHU departmental staff regarding University Housing.
Make scheduling arrangements for multi-part Housing Room Selection Processes. Compile all setup materials needed for RSP. Update building floor plan displays. Create, manage, and edit Room Selection Process website. Uses Microsoft Access/ StarRez to assist in confirming room selection registrations multiple times daily and send out confirmation of registration. Actively participate in and host informational sessions for room selections. Assist in merging, printing, and distributing RSP priority numbers. Assist students with assignment selection during the Room Selection Process. Assist with follow-up following Housing processes with pending housing contracts to be signed or students not yet assigned.
The Student Housing Coordinator supports the Summer Housing Program. Distribute summer housing information and applications to interested parties. Use Housing SQL/StarRez program to input assignments, pull lists, and quote prices. In the absence of the Assistant Director, assist with room turn over and monitor student checkout.
Assist in the coordination of move-in for students occupying several university housing buildings. Compile multiple piece move-in informational mailing, merge and send reminder/info letters, mail out contracts and follow up on receipt for last minute assignment changes. Merge and oversee the printing and correct organization of key registration cards, key packets, and assembly. Actively participate in all preparations for early move-ins including organizing move-in materials. Manage after-hours arrivals, coordinate and prepare after-hours materials each evening of move in. Communicate with students regarding their arrival times, and generate student list for security.
Assist in communicating with students returning from studying abroad/ LOAs regarding spring housing assignments. Send out and collect Spring Housing applications. Solicit notifications from students planning to vacate for the spring semester. Follow up on necessary documentation for approval of vacates on behalf of the Assistant Director. Complete move in materials, key preparation, and JCard programming. Supports housing assignments for the spring semester, add new students to the database, manage the updating of students' personal information, and communicate housing assignment to student. Assist with room turnover and monitor student check-in the absence of the Assistant Director.
Actively participate in the housing assignment process for incoming transfer students. Revise, proof, and send housing brochure and application. Input new students into Housing SQL/StarRez, Prepares assignment letters and housing contracts. Run queries in Access/SQL/StarRez. Monitor and revise lists from the Make Aware data.
Troubleshoot EMS issues in the absence of systems administrator - monitor alarms, shunt and un-shunt doors.
Perform various mail merge listings to customize the information distributed to Security, Custodial, and Housing department personnel, based on the needs in each area.
Post all open student positions, interview, hire and oversee student staff in the Wolman Housing Office. Coordinate student schedule for academic year and various events.
Receive record, reconcile and initiate billing to student's account for lock changes and/or key replacement charges. Document payment on student's registration card and process payment via JCASH, check, or student account charge. Submit payment logs to Billing Specialist.
Provide administrative assistance to the Assistant Director & Associate Director of Housing Operations however needed. Works closely & supports with Off-campus Manager, the Financial and Facilities teams.
Assist students with lockouts and key loans in Housing SQL/StarRez and keep track of returns in a timely manner.
Work closely with the Associate Director in preparing RA training materials for On-Campus Housing at the beginning of each semester.
Communicate to various contacts throughout Homewood campus for yearly updates in the Living at Hopkins Guidebook and Community Living Calendar Make edits as necessary and upload updated copies to the Community Living website.
Cross-train for various offices within the Community Living including mailroom, off-campus, residential life, dining programs, and housing facilities.
Other duties as assigned.
High School Diploma/GED required. Three years related experience required. Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.
Overtime required during peek periods - student move-in/out.
Johns Hopkins University remains committed to its founding principle, that education for all students should be grounded in exploration and discovery. Hopkins students are challenged not just to learn but also to advance learning itself. Critical thinking, problem solving, creativity, and entrepreneurship are all encouraged and nourished in this unique educational environment. After more than 130... years, Johns Hopkins remains a world leader in both teaching and research. Faculty members and their research colleagues at the university's Applied Physics Laboratory have each year since 1979 won Johns Hopkins more federal research and development funding than any other university. The university has nine academic divisions and campuses throughout the Baltimore-Washington area. The Krieger School of Arts and Sciences, the Whiting School of Engineering, the School of Education and the Carey Business School are based at the Homewood campus in northern Baltimore. The schools of Medicine, Public Health, and Nursing share a campus in east Baltimore with The Johns Hopkins Hospital. The Peabody Institute, a leading professional school of music, is located on Mount Vernon Place in downtown Baltimore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.