Housing Assistant - Burnaby, Canada - British Columbia Institute of Technology (BCIT)

British Columbia Institute of Technology (BCIT)
British Columbia Institute of Technology (BCIT)
Verified Company
Burnaby, Canada

3 weeks ago

Sophia Lee

Posted by:

Sophia Lee

beBee Recruiter
Description
BCIT's
-
Student Operations department is currently seeking a
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temporary, full-time (1.0

FTE

) Housing Assistant. This role is responsible for the administrative support for the Student Housing department and the front desk operations related to Student Housing and Resident's Services. Supports the delivery of a friendly "home away from home" atmosphere in Student housing.
Duties & Responsibilities

DUTIES

&

RESPONSIBILITIES:


  • Exercises good judgment in identifying problems and concerns, handling upset or emotionally charged customers, maintaining confidentiality and trust with students, while being mindful of the student's health, happiness and well being.
  • Escorts visitors, contractors and residents on arrival; takes prospective students on tours; provides resident orientations for new arrivals if a Residence Advisor is not available.
  • Manages and assigns parking to visitors and residents.
  • Assesses housing fees in systems and initiates deposit refunds.
  • Monitors arrears reports and actively pursues overdue accounts to minimize bad debts.
  • Reconciles housing credit card transactions.
  • Administers housing key system for approximately 1200 keys, including preparation for new arrivals, distribution, inventory management, record keeping and lost key charges.
  • Sorts and distributes mail to residents' mail boxes. Forwards mail to students who have moved out; maintains uptodate forwarding addresses.
  • Provides communication support by updating the department's website; producing and posting a wide variety of flyers, letters, posters, forms, presentations and training materials; Prepares & distributes communications to residents.
  • Provides clerical support by assisting in the submission of work requests or by callouts to contractors; maintains vendor files, record keeping and invoice payments, including completing purchase order requests
  • Maintains office stationary, supplies, orders and first aid supplies as needed.
  • Coordinates the initiation of telecommunication setup and removals.
  • Assists with event and activity planning throughout the year.
  • Maintains good awareness of what is happening in and around the residence so he/she can inform students and answer their questions.
  • Participates in Records Custodian training and remains current with record keeping practices, policies, and procedures (both BCIT and FOIPOP).
  • Undertakes other related duties as assigned, consistent with the job grade of this position.

Qualifications

QUALIFICATIONS:


Definition:


The qualifications section for this position was developed using the approved job evaluation plan, agreed to between the BCGEU and BCIT.

The qualifications represent the minimum qualifications required in the future (i.e. to be reflected in job postings) and do not reflect the incumbent's existing qualifications.

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Education:


  • Grade 12 plus a diploma in tourism, hospitality or hotel management.

Experience:


  • Two years general experience plus two years practical experience working in a hotel, residence or housing front desk operation or a similar customer service environment.
  • Previous experience working with post secondary students or young adults

Software/Computer Application(s) and Expertise:


  • Experience with database software such as Banner and StarRez
  • Experience in maintaining web pages
  • Ability to learn new software systems

Communication/Interpersonal Skills

  • Excellent oral and written communication skills,
  • Excellent interpersonal skills and capable of providing customer service with a positive attitude and in a friendly outgoing manner.
  • Proven ability to build rapport with a diverse group of customers and colleagues, including young adults.
  • Demonstrated ability to work effectively in a team environment and independently.

Administrative Skills (e.g. prioritizing, minute taking, wp speed, etc.)
:


  • Accurate keyboard skills to 50 wpm.
  • Previous cash handling and record keeping experience required.

Other Skills/Abilities:


  • Excellent organizational, followup and time management skills.
  • Ability to prioritize, pay attention to detail and to complete tasks in a timely manner.
  • Proven ability to multitask in a busy customer service environment and to stay focused with many interruptions and distractions.
  • Proven professionalism in customer service excellence is essential, including telephone skills and inperson guest service in a frontline environment
  • Proven ability to exercise good judgment, be diplomatic and to remain calm.
  • Demonstrated ability to maintain confidentiality.
  • Demonstrated adaptability and flexibility in meeting changing demands.

Other Requirements:


  • Must be able to work an irregular workweek during student housing office hours. Shifts can range between 8:00 19:00 weekdays. Incumbent will be required to work during peak periods and some weekends throughout the year. Will be required to work Labour Da
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