Residence Admissions Clerk

Job summary

Reviews residence applications, manages waitlists, assigns rooms, runs reports, prepares correspondence, and maintains organized information systems. Provides admissions and assignment support to students and staff, and communicates with Family Housing residents about rental rates, tenancy agreements, and administrative matters.

Job details

Residence Services, a unit within the division of Student Affairs, provides accommodation services, programming and education to the on-campus student community of 2300 beds and 181 Family Housing units, in addition to providing a summer conference operation for off-campus customers. In support of the University's and Residence Service's overall recruitment and retention goals, the Residence Admissions Clerk performs administrative, customer service duties related to student room assignments to support maximizing student occupancy and revenue throughout the year. This is a high-volume, detail and service-oriented position that is required to meet daily, monthly and annual procedural deadlines; follows a complex series of administrative processes and schedules; is knowledgeable of and adheres to departmental and University policies and guarantees; and communicates extensively with students and in potentially sensitive situations. The position provides accurate and timely service to students throughout the admissions process and during the year, as well as providing efficient assistance and clear communication to staff within the department in regards to Residence Services admissions and assignment processes. Under the direction of the Coordinator, Residence Admissions, the Residence Admissions Clerk performs a variety of functions requiring extensive knowledge and use of the Residence Services enterprise system. Duties include reviewing applications; running reports; managing waitlists; assigning rooms to applicants; creating correspondence; and maintaining accurate and organized systems for information retrieval. This position also communicates with Family Housing residents regarding rental rates, tenancy agreements, and other administrative issues. Skills Mid-level clerical, administrative and computer skills, including experience with spreadsheets, property management, and database software Proven ability to meet deadlines, remain organized and accurate, and work under pressure Proven attention to detail; ability to manage large amounts of data and information, with accuracy and speed Good planning skills; ability to prioritize workload Ability to follow direction and comply with policies and procedures Strong written and verbal communication skills, including the ability to write clear, accurate communications Experience using Microsoft Office Suite (Word, Excel, Outlook), SharePoint, Adobe Pro and database software such as Banner with efficiency, accuracy and attention to detail Excellent service skills; ability to respond to issues and complaints from students and parents with tact and diplomacy Demonstrated good judgment and decision-making skills Demonstrated math skills Specialized Knowledge/Education Secondary school graduation or equivalent Experience Must have a minimum of 1-2 years of recent experience in providing administrative support in a professional environment, preferably in a post-secondary setting, or an equivalent combination of education, training and experience. Related Work Experience Should Include Experience with large and complex databases such as student records systems Experience in a post-secondary environment Preference Will Be Given To Applicants With Knowledge of university regulations, policies, and departments Experience with UVic information systems

What you’ll do

Reviews residence applications, manages waitlists, assigns rooms, runs reports, prepares correspondence, and maintains organized information systems. Provides admissions and assignment support to students and staff, and communicates with Family Housing residents about rental rates, tenancy agreements, and administrative matters.

Requirements

Requires secondary school graduation or equivalent and at least 1–2 years of recent administrative support experience in a professional environment, preferably post-secondary, or an equivalent combination of education, training, and experience. Applicants should have strong organizational, communication, customer service, and data-handling skills, with experience using databases and Microsoft Office; post-secondary experience is required, and knowledge of university policies or UVic systems is preferred.

Listed skills

• Customer service · Preferred
• written communication · Preferred
• Organization · Preferred
• Administrative Support · Preferred
• Attention to detail · Preferred
• Microsoft Excel · Preferred
• SharePoint · Preferred
• Microsoft Office · Preferred
• data management · Preferred
• Microsoft Outlook · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Administrative Support
• Customer Service
• Data Management
• Attention To Detail
• Organization
• Deadline Management
• Workload Prioritization
• Written Communication
• Verbal Communication
• Microsoft Office
• Excel
• Outlook
• SharePoint
• Adobe Pro
• Database Software
• Banner

Job areas

• Administrative
• Customer Service & Support
• Education

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