Summary of Work Activities and Responsibilities:Under the supervision of the Assistant to the Director for Operations, the
ResidentialOperationsAssistant attends to the reservation and admission of potential residents and transients, handles their check-in and out, serves as front-desk support, and assists with the general upkeep of the rooms.
- Main Duties and Responsibilities
- I. URH Reservations, Applications, and Admissions Management
Assists with queries of potential residents and transients and monitors the various communication channels of URH- Processes reservations of URH rooms and facilities
Prepares the reservation forms and receives and processes dorm reservation and application, ensuring all necessary documents are in order
- Assists in the review of previous residents files for any concerns and flags them to the Assistant to the Director for Operations for consideration
Prepares the acceptance letters and dorm kits, and communicates the house rules to the incoming residents- Manages the issuance of ID validation stickers per semester
Updates the URH resident database and prepares occupancy report
- Implements an organized filing system for each application, ensuring that all documents are kept confidential
Updates the URH resident database and prepares present headcount report, including tagging resident students in AISIS
- II. Facilities Upkeep and Maintenance
Conducts regular inspection of common spaces and grounds maintenance, and schedules room inspection to ensure that the general upkeep of the facilities is well-maintained and that needed repairs are coordinated properly- Assists in coordination of resident-related concerns with the appropriate offices (e.g., Campus Safety and Mobility Office [CSMO], Central Facilities Management Office [CFMO], Formation group, Office of University Physician and Clinic [OUPC], etc.) and helps in the monitoring and resolution of these concerns
Coordinates closely with the Housekeeping Supervisor for the URH in ensuring that a high-standard of cleanliness and over-all upkeep of the URH complex is maintained at all times
- Initiates job order process request for facilities and IT-related requirements, in coordination with the Senior Residential Operations Assistant
- III. Room Check-in and Check-out Management
Attends to the check-in process
- Coordinates the clean-up of rooms with the housekeeping team and ensures that the rooms are ready for check-in
Facilitates the check-in process of residents and transients and provides orientation of house rules- Monitors and ensures that all dormers have their own emergency bag, according to URH specifications, at the start of their residency
Issues room keys and accounts for all keys issued
- Attends to the check-out process
Coordinates the room check and clean-up to ensure that everything in the room is still accounted for, including the return of room keys- Coordinates with the Office Assistant for Collections and Inventory Support to ensure that residents and transient guests have fully settled their bills prior to check-out
Monitors the appliance/s brought in and out by the residents
- Assists the Senior Residential Operations Assistant with the residents submission of the Appliance Declaration Form.
Coordinates with the Office Assistant for Collections and Inventory Support on payments for these appliances.
- IV. Frontline and Office Support
Attends to inquiries of potential residents and the requests of the residents from various URH communication channels- Accompanies the parents/ visitors in touring the URH facilities
Manages the receipt and release of packages and documents delivered for the residents and the Office
- Keeps a record of the lost and found items of residents, including coordinating with the Campus Safety and Mobility Office
Routes URH memos and announcements from various communication channels to the residents and transients- Assists in the administration of the customer satisfaction questionnaire
Records all concerns of the guests, and, and makes an initial analysis of collected data
- Rotates work schedules with the other Residential Operations Assistant in the provision of services to URH residents and guests 24/7
Maintains the cleanliness and orderliness of the front desk and URH common areas- Provides administrative and logistical support for URH-initiated meetings, events, and activities, including keeping all the documents and records organized
- V. Performs other tasks as may be assigned by immediate supervisor or authorized representative
Job Type: Full-time
