The University of New Brunswick Fredericton welcomes applications for the position of Secretary PL5 (Residence Administrator) with Student Services. This is a continuing, full-time (36.25 hours per week) position with the SALAC employee group. The position is funded by the University Budget with a salary range of $22.02 - $26.05 per hour.
Reporting to the Manager, Residence Administration the Secretary PL5 (Residence Administrator) is responsible for occupancy management and growth, and clear, accessible Residence Life information.
Position summary:
- Process application forms, assign rooms based on the points/priority system.
- Keep information up to date with all room and meal assignment information.
- Manage and coordinate all preparations for residence check-in, check-out, and residence extensions.
- Organize representation of Residence at student recruitment information sessions.
- Maintain/manage residence key system. Cut/ issue keys daily using a computerized program- approx. 4500 keys.
- Central contact for initiation and management of all residence work orders.
- Coordinate entrance lock change for all residence buildings at the end/beginning of semesters.
- Manage key card programming for all students/staff required to enter residence buildings with electronic locks.
- Assign room keys to students staying in the academic, summer and Holiday residence.
- Coordinate and manage accurate records of students requiring the use of summer storage.
- Assign, make requested changes, and ensuring accurate billing and refunds for all residence student rooms meals.
- Reconcile student accounts to ensure application fees are paid, and student accounts aren?t overdue.
- Answer inquires frequently regarding room assignments, residence fees, and residence policy.
- Collect rent and provide service related to the renting of 12-14 apartments within the residence buildings year-round.
- Produce/amend tenant rules and accommodation regulations. Book apartment showings to prospective tenants.
- Co-ordinate and conduct bi-annual tenant compliance inspection.
- Maintain detailed tenancy and occupancy records details for all residence buildings.
- Monitor social media pages for Residence Life. Update website and other social media where necessary.
- Follow up on late rental payments, escalate to eviction notices if rents remain unpaid.
- Prepare and distribute notices for students/tenants involving maintenance interruptions or administrative updates.
- Process all housing security deposits for apartments and maintain an accurate waitlist for these spaces as needed.
- Authorize reimbursements from programming/expense accounts. Prepare reports on them.
- Work closely with Financial Services regarding student accounts and residence administration.
Requirements/Skills:
- Diploma or certificate in administrative support or office management. 5+ years of related office and/or administrative experience. A combination of education and experience will be considered.
- High level of comfort working in Microsoft Office Suite (Outlook, Word, Teams, and Excel).
- Experience with the development and implementation of student/client-centric administrative services.
- Experience in a post-secondary environment, working with Student Information Software, and experience working within the NB Tenancy Act would be considered an asset.
- Exceptional verbal/written communication skills. Ability to work both collaboratively and independently.
- Demonstrated analytical, problem-solving, and decision-making skills.
- Ability to successfully perceive, navigate, and respond appropriately to sensitive issues.
Closing date for applications is March 14, 2022 4:30PM. We thank all applicants for their interest but only those selected for an interview will be contacted.
The University of New Brunswick is committed to employment equity and fostering diversity within our community and developing an inclusive workplace that reflects the richness of the broader community that we serve. The University welcomes and encourages applications from all qualified individuals who will help us achieve our goals, including women, visible minorities, Aboriginal persons, persons with disabilities, persons of any sexual orientation, gender identity or gender expression. Preference will be given to Canadian citizens and permanent residents of Canada.
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