Housing Allocations Assistant - HYBRID - 137031

Department Overview:

Housing Dining Hospitality (HDH) is a self-funded, large and complex campus department consisting of 7 divisions, with over 700 career employees, 1000 to 1200 student employees and an annual operating budget greater than $200 million. HDH provides housing for approximately 18,000 undergraduates, grad students, faculty, staff and their families in over 400 buildings covering over 8 million sq. ft. HDH is in the midst of implementing an aggressive building plan which added 10,000 new beds in the next 10 years and will almost double our square footage by 2032.

Currently, HDH houses 38% of UCSD's enrolled students with a goal of housing 65% by 2032. HDH provides maintenance and repair, contract meals/meal plan management, as well as retail food service, conference services and catering services to residents, students, faculty, staff, and campus visitors.

Join the Residential, Retail and Supply Chain Services (RRSS) team at UC San Diego, a dynamic and innovative campus department dedicated to delivering exceptional service to the university community. As a valued RRSS team member, you will be contributing to a broad and complex organization consisting of five key units: Housing, Dining and Hospitality (HDH), Integrated Procure-to-Pay Solutions (IPPS), the UC San Diego Bookstore, Triton Print & Digital Media, and the Early Childhood Education Center (ECEC). With a focus on innovation and customer satisfaction, RRSS aims to inclusively meet the diverse needs of the UC San Diego community while fostering a sense of belonging for our students and staff.

As a member of the HDH team, you will be part of a self-funded unit with over 900 staff employees, 1,000 student employees, and an annual operating budget of $250 million, providing housing and dining services to over 20,000 students, faculty, staff, and their families. At UC San Diego, we believe a job is more than just employment - it's a chance to be part of something meaningful. Along with competitive pay, we offer outstanding benefits, retirement plans, and a supportive environment that encourages both professional development and personal growth. Benefits begin on your first day!

Position Overview:

Under the supervision of the Housing Allocations General Manager, the Housing Allocations Assistant supports administrative the day-to-day operations of the Graduate and Family (GFH) housing Allocations Office. The Assistant uses the GFH waitlist and Weekly Progress Reports to make housing offers for students, faculty and staff, based on housing availability and eligibility criteria.

The Housing Allocations Assistant ensures low turnaround times and high occupancy rates and makes housing offers that reflect these business practices. Responsible for making housing offers and promoting of apartments; maintaining accurate records and necessary changes, enforce student eligibility, and track resident accounts taking appropriate action as necessary. May drive university vehicle (or electric cart). Provide a high level of attention to detail in completing forms and projects. Accurately utilize Outlook, Word, Access, Publisher, Excel, and housing management software. Provides guidance on University policies, procedures, and office forms. May assist and perform other administrative staff duties.

• May be required to work occasional overtime including some weekends.

• May be required to work alternate work hours and shifts, including weekends.

• This position offers a hybrid (remote/on-site) work arrangement- four days on-site and one day remote (Tuesday only). The on-site location is at the Graduate and Family Housing Community on the East Campus.

• Proficient in data entry, word processing, and keyboarding skills.

• Ability to interact and communicate with a diverse customer base, in a helpful, effective and informative manner in person, electronically, and on the telephone, demonstrating tact and diplomacy.

• Ability to process a large volume of documents with accuracy in a timely manner.

• Demonstrated ability to work efficiently in a busy, service oriented office atmosphere with frequent interruptions, varied work assignments, and fluctuating priorities while meeting deadlines.

• Ability to build and maintain customer and partners relations through a professional approach in handling service needs and problems.

• Proven ability to exercise tact, mature judgment, confidentially, diplomacy and flexibility to promote a positive environment and job effectiveness.

• Skilled to operate standard office equipment to include: computer, electric typewriter, 10-key adding machine, various printers, fax machine, copier machine, telephone, and voice mail.

• Ability to maintain acceptable work habits with attention to details. Practice punctuality and maintain regularity of attendance.

• Demonstrated ability to work independently.

• Proven ability to work independently and to compile and analyze data.

• Excellent general office and administrative skills.

• Ability to complete forms thoroughly, accurately, and follow-up independently according to UCSD and departmental procedures.

• Demonstrated knowledge and ability to use personal computers and various software applications including spreadsheets, word processing, relational databases, desktop publishing, and electronic mail.

• Ability to proofread work to ensure accuracy of grammar, punctuation, and spelling.

• Demonstrated skill for detail and accuracy.

• Ability to coordinate and prioritize workload. Proven organizational skills and problem-solving abilities using independent judgment.

• Job offer is contingent upon satisfactory clearance based on Background Check results.

• CANRA Mandated Reporter: This position has been identified as a Mandated Reporter pursuant to the California Child Abuse and Neglect Reporting Act and requires immediate reporting of physical abuse, sexual abuse, emotional abuse, or neglect of anyone under the age of 18.

If employed by the University of California, you will be required to comply with our Policy on Vaccination Programs, which may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.

To foster the best possible working and learning environment, UC San Diego strives to cultivate a rich and diverse environment, inclusive and supportive of all students, faculty, staff and visitors. For more information, please visit UC San Diego Principles of Community.

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.

For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination

UC San Diego is a smoke and tobacco free environment. Please visit smokefree.ucsd.edu for more information.