Job Summary

The Assignments and Outreach Coordinator supports University Housing by managing housing assignments, contracts, occupancy, and customer service functions. This role serves as the primary administrator of the housing management system and the main point of contact for parents, residents, and campus partners. The Coordinator plays a vital role in housing operations by overseeing application processing, occupancy reporting, and billing coordination, while also engaging in outreach, marketing, and orientation activities to support recruitment and retention.

Responsibilities

Customer Service & Resident Support 

• Serve as the primary customer service representative for guests, residents, and parents regarding housing assignments, policies, and processes.
• Assist with move-in and move-out operations.
• Manage the University Housing email account and ensure timely responses to inquiries.
• Process housing exemption notifications in compliance with institutional policies.
• Develop communication templates, including contract confirmations, room selection processes, assignment notifications, and deadline reminder calls and emails.
• Establish and maintain relationships with the following areas related to housing assignments and timelines: Residence Life, Athletics, Disability Services, Care and Support, Financial Aid, Auxiliary Services, Bursar, Facilities, and Institutional Research.

Housing Operations & System Administration 

• Establish and follow best practices for occupancy management for a 1,300 residential campus and assist in the development and maintenance of StarRez to effectively carry out all assignment functions and system uses.
• Administer the housing management system (StarRez), including application processing, contract review, and assignments.
• Coordinate the application timeline and maintain an assignment-based calendar outlining future assignment events and communications to ensure timely and effective communication with residents.
• Assign rooms, manage housing occupancy, and prepare occupancy reports for review by the Director.
• Assess, manage, and troubleshoot any discrepancies or inaccuracies in housing assignments, taking proactive measures to resolve issues and ensure accuracy.
• Coordinate with the Bursar's Office to assess housing and meal plan charges.
• Submit and monitor work orders to ensure prompt resolution of facilities issues.
• Responsible for room damage billing and appeals process in coordination with the Bursar's Office.
• Plan and coordinate opening and closing processes for all residence halls each semester.
• Maintain student access rights in conjunction with assignment-related information.
• Reconcile and submit reports regarding assignments, occupancy, and the housing and occupancy management database.

Marketing & Outreach 

• Support marketing efforts to promote housing, including presentations at orientation, campus events, and information fairs.
• Assist with outreach initiatives to engage prospective and current students in the housing experience.
• Maintains content, accuracy, and design of the Housing website and publications regarding assignments and the assignment process, including brochures, reports, forms, and other educational materials.

Miscellaneous / Other Duties 

• Perform other duties as assigned to support the mission of University Housing.

Mail & Office Management 

• Manage the receipt, distribution, and forwarding of physical mail for residents.
• Order office supplies and maintain accurate inventory records.

Required Qualifications

• Associate's degree in business management or related field of study OR equivalent years of experience.

Preferred Qualifications

• Bachelor's degree in business or related field
• University System of Georgia experience

Knowledge, Skills, & Abilities

• Strong financial management, organizational, and problem-solving skills.
• Excellent communication and interpersonal skills for engaging effectively engage students, parents, and campus partners.
• Comprehensive knowledge of housing operations, occupancy management, and student housing best practices.
• Strong understanding of budgeting, financial management, and data-driven decision-making.
• Familiarity with higher education policies, student development theory, and housing-related legal requirements.
• Knowledge of conflict resolution, crisis management, and student conduct processes.
• Strong leadership and supervisory skills, with the ability to develop and mentor professional and paraprofessional staff.
• Ability to manage multiple priorities and deadlines.
• Analytical and problem-solving skills to address complex housing issues and improve operational efficiency.
• Customer service and relationship-building skills that promote a positive residential experience.
• Ability to make sound decisions under pressure, especially during emergencies or sensitive situations.
• Collaborative approach to working with internal departments and external partners to promote student success.
• Ability to adapt to evolving student needs, housing trends, and institutional goals.
• High level of integrity with the ability to maintain confidentiality and handle sensitive information discreetly.

USG Core Values

The University System of Georgia is comprised of our 26 institutions of higher education and learning as well as the System Office. Our USG Statement of Core Values are Integrity, Excellence, Accountability, and Respect. These values serve as the foundation for all that we do as an organization, and each USG community member is responsible for demonstrating and upholding these standards. More details on the USG Statement of Core Values and Code of Conduct are available in USG Board Policy 8.2.18.1.2 and can be found on-line at https://www.usg.edu/policymanual/section8/C224/#p8.2.18_personnel_conduct.

Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found on-line at https://www.usg.edu/policymanual/section6/C2653.

Institutional Values

Clayton State University will have a positive impact on the State of Georgia and beyond by serving students and the community through broadening access to high-quality education and advancing workforce development. Our statement of core values is adaptability, collaboration, excellence, integrity, and people-centered. Each Clayton State University community member is responsible for demonstrating and upholding these standards.  More details on Clayton State's Statement of Core Values and Code of Conduct can be found online at https://www.clayton.edu/strategic-plan/mission-vision-values and https://www.clayton.edu/human-resources/current-employees/resources-policies

Conditions of Employment

Offers of employment are contingent upon completion of a background investigation, including a criminal background check demonstrating eligibility for employment with Clayton State University, as determined by Clayton State University in its sole discretion, confirmation of the credentials and employment history reflected in application materials and, if applicable, a satisfactory credit check. Applicants may be subject to a pre-employment drug and alcohol screening. Candidate must disclose potential, actual, or apparent conflicts of interest in compliance.

Offers are made expressly subject to the applicable federal and state laws, statutes, rules, and regulations of this institution and the Bylaws and Policies of the Board of Regents (BOR) of the University System of Georgia (USG), which are available for your inspection upon request.

Equal Employment Opportunity

Clayton State University is an equal employment, equal access, and equal educational opportunity and affirmative action institution. It is the policy of the University to recruit, hire, train, promote, and educate persons without regard to race, color, national or ethnical origin, age, disability, gender, religion, sexual orientation, gender identity, or veteran status as required by applicable state and federal laws (including Title VI, Title VII, Title IX, Sections 503, and 504, AREA, ADA, E.O. 11246, and Rev. Proc. 75-50). Clayton State University is an Affirmative Action/Equal Opportunity Institution. For questions or more detailed information regarding this policy, please contact the Clayton State University Office of Human Resources at (678) 466-4230. For individuals requiring disability-related accommodations for participation in any event or to obtain print materials in an alternative format, please contact the Disability Resource Center at (678) 466-5445.

Clery Disclosure

 This position may be considered a Campus Security Authority, CSA. A Campus Security Authority is a Clery-specific term that encompasses certain departments, groups, and individual employees who have a duty to report crimes they become aware of, as defined by the Clery Act.