Residence Services Liaison – St. Joseph’s College

POSITION INFORMATION

Department: Residence Services
Supervisor: Director of Residence Operations
Working Title: Residence Services Liaison
Employee Type: Permanent Salary
Scheduled Hours of Work: 35 HPW
Salary Range: Administrative Support Salary 47,501.89-65,053.65

POSITION SUMMARY

Reporting to the Director of Resident Operations (Director), the Residence Services Liaison, Residence Operations (Residence Services Liaison) is responsible for the administrative support functions of St. Joseph’s College residence facilities. Working in a highly integrated team environment involving Campus Ministry, Community Caretakers (CCs), and College staff, the Residence Services Liaison ensures that administrative structures and processes are in place to support a student living environment that facilitates academic achievement, commitment to community, leadership and social development.

Under the leadership of the Director, the Residence Services Liaison oversees all day-to-day administrative functions of a 284 bed women’s residence and a 63 bed men’s residence operating throughout the academic term and summer months. This includes, providing administrative support to the Director as required, ensuring that the residence services website information is accurate (working with Advancement or the Executive Assistant to Operations by putting in work order for work needed), assisting in the development of advertising and marketing materials, maintaining all necessary administrative procedures and processes, responding to a broad range of resident needs and queries, and working with various College staff and departments to ensure a vibrant, supportive and safe living environment for all residents and guests.

RESPONSIBILITIES/ACTIVITIES:

Administrative Support

• Provide all administrative support and services as required by the Director.
• Provide information as required to ensure the maintenance of comprehensive marketing programs for the promotion of the residences during the academic and summer terms including brochures, web presence, social media, open houses, on-site tours and response to all direct inquiries.
• Support the development and maintain comprehensive administrative procedures and processes for all aspects of residence operations including applications, review of potential residents, admittance, deposits, payments, building access etc.
• Support the move-in and move-out of residents, including room, key and meal card assignments, completion of documentation and provision of all information and handbooks in support of a smooth transition to a new living environment.
• Develop and maintain paper and electronic filing systems for all residence operations and procedures including confidential resident files.
• Develop and maintain all necessary data basis in support of residence operations.
• Utilize and maintain software applications used for room bookings, reservations, room assignments and payments.
• Prepare draft documents, correspondence, manuals, guidelines and other materials as identified by the Director.
• Work with the Finance Office to ensure that all deposits, payments and other financial transactions are properly received, recorded and reconciled.
• Organize and take perspective residents on tour, promoting the benefits and values of living at St. Joseph’s College.
• Support the processes for the advertising, interviewing and recruitment of CCs under the Director’s direction.
• Develop and maintain paper and electronic files for all CCs.
• Support the development and provision of all necessary CC training.
• Assist the Director in the preparation of reports, evaluations, investigations, assessments and recommendations relating to occupancy, programming, student satisfaction, community standards, incidents and the overall safety, maintenance and operations of the residences.
• Assist the Director in the development and management of the department’s annual budget and student programming budget.
• Support inquiry processes in response to student conduct as it relates to the College Student Handbook and the University’s Code of Student Behaviour.
• Support the Director as required with college meetings, committees and student affairs initiatives and programs.
• In coordination with the Director of Facilities and Executive Assistant to Operations, manage the key inventory for the residences.
• Organize and distribute mail in the residences, staff, and faculty at the College
• Develop positive working relationships with students, faculty, staff, administration, alumni, parents, and community members.
• Maintain the residence office in a secure, organized and orderly fashion.
• Maintain the housekeeping closets in a secure, organized and orderly fashion.
• Maintain the Kateri kitchen in a secure, organized, and orderly fashion.
• Daily walkthroughs of both buildings to identify hazards, vandalism, and housekeeping deficiencies to report back to Director for action
• Maintain all common area lounges in an organized and neat manner daily.

Residence Life

• Support the Director in building a single community of residents.
• As required, support the student volunteers and student leaders in maintaining a vibrant student governance model and in supporting various student-led initiatives.
• Support the student volunteers and student leaders in forging connections between college departments and student support units within the University of Alberta to enhance the residence community.
• Support the CCs in forging connections with college departments as well as student support units within the University of Alberta to enhance CC training and competencies.

Health and Safety

• Maintain a presence throughout the residences to ensure that the residents and guests are safe.
• Assess any maintenance, safety or security incidents within the residences and advise the Director of Residence Operations and other departments as required.
• Support the delivery of the required health and safety training for all CCs.
• Under the direction of the Director, ensure that residents and CCs receive appropriate assistance and supports in response to any emergency or crisis.

Summer Residence Administration

• Ensure that all rooms are prepared and ready for groups and guests arriving.
• Cleaning of suites as required
• Greet and welcome all groups and guests to the College.
• Manage all room check-in procedures including room registration, document verification, room, meal card and key assignment and payment processing.
• Manage all room check-out procedures including collection of room keys and assessment of room condition.
• Respond to all information requests including general information, College, University, transportation and tourist information.
• Respond to and address all inquiries from guests regarding room condition, amenities, towels, linens and toiletries.
• Provide laundry cards to guests as required
• Distribute mail to residents, guests, staff and faculty.
• Provide tours of the College and rooms to potential guests or residents.
• Assist the Group Coordinator or Chaperone with any needs or requirements during the group’s stay.

Knowledge, Skills and Competencies:

• A related post-secondary education degree
• Knowledge of student residence or hotel operations
• Excellent written and communication skills
• Excellent computer skills
• Strong planning and organizational skills
• Ability to multi-task
• Ability to work independently
• Strong customer service focus
• Must have valid driver’s license and vehicle in good working condition

WHO WE ARE

St. Joseph’s College is an affiliate Catholic College located at the heart of the University of Alberta. We support students in their development as whole people by offering university courses that explore the unity of faith and reason, and by providing a safe, inclusive community through our residences and campus ministry.

At St. Joseph’s College, students are empowered to ask big questions, build life-long relationships, and develop a faith that is authentic and their own. They then go out into the world with the tools and vision to help bring about the common good.

Interested applicants are invited to send a cover letter and resume to:

Amanda Hritzuk, VP Finance and Operations
St. Joseph’s College
University of Alberta
vi6@ualberta.ca

Position will remain open until filled.

MISSION

St. Joseph’s College is a university community of Catholic higher education rooted in the gospel, dedicated to helping all people discern truth and to build the common good.