Residential Operations Assistant

Job Description

Summary of Work Activities and Responsibilities:

Under the supervision of the Assistant to the Director for Operations, the Residential Operations Assistant 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
• 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 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
• 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.

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

Education and Experience Requirements:

• At least 1 year of relevant work experience

Knowledge, Skills and Abilities:

• Proficient in MS Office and Google Suite applications
• Knowledge and skills in records management and safeguarding confidential records
• Excellent organizational, planning, and time management skills
• Good command of the English language (both oral and written communication)