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Job Description / Duties

POSITION SUMMARY

The SMC Residence Operation provides accommodation to roughly 550 University of Toronto students, generating nearly 10 million in net revenues annually. Reporting to the Dean of Students and under the general direction of the Assistant Dean, Administration & Operations (ADAO), the Residence Operations Coordinator (ROC) assists in all aspects of the residence admission cycle and manages the daily administration of the Office of the Dean of Students.

DUTIES & RESPONSIBILITIES

Managing Communications
-Act as the first point of contact for the Dean’s Office; respond to all forms of office communications including phone, voicemail, email, fax, and in-person inquiries while maintaining University of Toronto FIPPA standards
-Monitor the ‘smc.residence’ email account and ensure all inquires are responded to and/or acknowledged during business hours; arrange for account to be monitored when ROC is absent
-Assess needs/concerns from students, applying relevant process and protocols; consult and engage the ADAO, the Assistant Dean, Residence Life (ADRL) or the Dean of Students for complex issues
-Ensure door signage, email autoreply, and voicemail are updated to communicate changes to office schedule (i.e., vacation time, university closures, etc.)
-Maintain and add to the FAQ section on the residence website to reflect common inquiries
-Distribute the annual Residence Services survey as well as the annual don survey to residents
-Alongside the ADAO, facilitate a Residence Operations information session during pre-service training in August, to communicate proper operational processes for dons to follow (e.g. expense reports).
-Aid in the creation and distribution of the weekly Top 5 newsletter each Friday, alongside the Residence Life Intern

Residence Admissions
-Track resident evaluations from dons for use in the re-admissions process for returning students
In consultation with Dean of Students and ADAO, make residence offers, set offer deadlines, and keep track of late/missing/incomplete data
-Process withdrawals, cancellations, and room switches as they occur; determine associated charges and communicate changes to affected departments (e.g., Accounting, Food Services, Housekeeping, Porter’s Desk, Mail Desk, etc.); keep ADAO apprised of changes
-Using the centralized STG Waitlist, prepare and send offers for vacant rooms as they occur, with the goal of maintaining 100% occupancy
-Prepare welcome packages for student check ins, and organize Move in Day/Weekend alongside the ADAO, ADRL and Dean of Students, enlisting help from the residence don team and Porter’ Desk
-Using a shared document with the Porter’s Desk, ensure all room moves, check ins and check outs are updated in StarRez; update dynamic lists of admitted residents for distribution to Food Services, Facilities & Services, Summer Residence, Mailroom, Porter’s Desk, Residence Dons, and other departments as required
-Maintain the shared Meal Tracker document with Chartwell’s to reflect all withdrawals, admissions, and changes to meal plans
-Coordinate student arrivals and departures by liaising with Porter’s Desk, Facilities and Conference Services, to ensure a smooth transition between the academic and summer residence terms
-Keep important documents updated (e.g. Residence Handbook, Residence Agreement); post updated documents to website

Financial Administration
-Create purchase orders for departmental expenses over $5,000
-Maintain the Meal Plan tracker to reflect withdrawals, new admits and changes to plans,; use tracker to reconcile monthly invoice from Chartwells
-Ensure expense reports, disbursements, and purchase orders are added to the budget tracker in a timely manner
-Post charges for lost keys, damages, fridge rentals, winter break stays and other miscellaneous charges on StarRez at the beginning of the month

Summer Residence
-Assist the ADAO in preparing PortalX application for summer, and advertise summer housing to current residents
-In collaboration with ADAO, prepare offers for residence students and assign rooms in the allocated summer residence spaces
-Oversee the end of term transition for students staying in residence for the summer, including working with Conferences and Facilities to have rooms cleaned, keys made, etc.
-Update the Summer Residence section on the Residence website, including fees, summer residence building(s), details related to meal plans, etc.
-Work closely with the ADAO to organize Summer-Fall turnover, using direction from college-wide working group
-Arrange to make keys for all residence room changes during the summer after the initial set of keys are made by Facilities

Office Administration
-Ensure adequate level of supplies for Dean’s Office – stationary, paper, supplies, etc.
-Meet with ADAO on a weekly basis to provide updates on residence occupancy, common trends/concerns in the SMC inbox and other job-related issues

Residence Life
-Occasionally, participate in the on-call duties for the SMC Residence when the regular on-call participants are on vacation or unavailable
-In consultation with the ADAO, coordinate the Residence Tour program during the academic year and summer term

Qualifications / Required Skills

QUALIFICATIONS
-Formal Education: Bachelor’s degree and/or acceptable equivalent of education and experience.
-Experience: A thorough knowledge of university culture is essential (student, faculty, administrative and alumni). One to three years of prior work experience in an operational role at a post-secondary institution, preferably working directly with students.
-Skills: Excellent organizational skills, with special attention to accuracy and details. Proven ability to meet deadlines with competing priorities calmly and efficiently. Excellent interpersonal and customer service skills as well as effective verbal and written communication. Must be able to understand and interpret policies and procedures, work under pressure, demonstrate initiative, and work with minimum supervision. Administrative experience using ACORN/ROSI and StarRez database considered a significant asset.
-Other: Knowledge of various offices and resources available for student referral at the college, university and in the broader community. Tact, sensitivity, initiative, flexibility, enthusiasm, ability to work independently, and strong interpersonal skills.

Additional Information

WORKING CONDITIONS
Open office; Incumbent is expected to be present in the office during general business house (Monday to Friday, 9 PM to 5 PM*)

*Hours and days of work may be shifted to accommodate busy periods and/or issues that may arise

We thank all applicants for their interest. Only those considered for an interview will be contacted.

The University of St. Michael’s College is strongly committed to diversity within its community and especially welcomes applications from racialized persons/persons of colour, women, Indigenous/Aboriginal people of North America, persons with disabilities, LGBTQ persons, people who take a religiously informed view of human experience, and others who may contribute to further diversification of ideas.

All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

If you require accessibility accommodation, please contact Human Resources at hr.stmikes@utoronto.ca.

Salary: $59,677.80

Contact Information

University of St. Michael's College
Human Resources
Email: hr.stmikes@utoronto.ca

Position Title: Residence Operations Coordinator
Job No: 45
Office: Office of the Dean of Students
Supervisor: Dean of Students
Hours: 35 hours per week
Hiring Rate: $32.79 per hour
Terms: 1 Year Term with possibility of renewal
Posting Date: July 6, 2023
Closing Date: July 20, 2023
Apply to: hr.stmikes@utoronto.ca
Attention: Human Resources
(please include position title in subject line of email when submitting resume and cover letter)

Employer Profile

The University of St. Michael’s College, federated with the University of Toronto, is a Catholic institution of higher learning founded by the Congregation of St. Basil, whose motto, “Teach me goodness, discipline and knowledge,” sets the tone for campus life. Committed to the pursuit of knowledge, meaning and truth, USMC is a dynamic center where Catholic intellectual thought thrives in a context of academic freedom and rigorous debate. The University of St. Michael’s College boasts a large and dynamic undergraduate division, an acclaimed Faculty of Theology and one of the busiest and most important libraries on the University of Toronto campus.