University of Waterloo

Coordinator, Occupancy and Data

Requisition ID
2017-1620
Job Category
Housing
Department
6465 - Housing & Residence
Job Status
Regular Full-Time
Hiring Range
$48,620 - $60,775

Overview

The Coordinator, Occupancy and Data plays an integral role in the business operations for Waterloo Housing & Residences. Coordinators ensure there are appropriate residence applications available for students and that students are able to book suitable residence spaces. The incumbent manages the logistics for student residence applications, contributes to projects related to occupancy and enrolment information, and leads projects related to process efficiencies and standards. Coordinators maintain residence occupancy records and use the data analysis to proactively recommend admissions processes and approaches.

Responsibilities

Manage residence application system and book students into facilities:

  • Reviews, revises and implements all residence applications (graduate, undergraduate, family, exchange, visitor and all other groupings) each year, while focusing on improving the application process experience and efficiency
  • Processes student housing applications with accuracy and attention to detail, while ensuring students are placed in appropriate residence rooms/facilities conducive to positive academic and social experiences
  • Co-ordinates, supports, and processes residence room changes and residence cancellations for students living in residences

Analyze residence occupancy data:

  • Participates in cross-functional teams working together to increase the impact of business intelligence tools, assessment and residence bookings information
  • Conducts business analyses and functional design activities for capturing, storing and extracting residence occupancy data across the department
  • Designs, models, and builds data structure and data mapping to support the department’s reporting requirements
  • Participates in strategic assessments to identify current/emerging business issues and find high-impact solutions to meet residence occupancy goals
  • Contributes toward departmental data management strategies, and produces residence occupancy trends and student enrolment reports

Subject matter expert on accommodations available to students:

  • Has a sound understanding of current student enrolment by collaborating with the Registrar’s Office and Graduate Studies Office
  • Works with Residence Facilities and Student Development and Residence Life staff to understand
  • Waterloo Housing & Residences options available to students
  • Participates in ongoing research related to off-campus student housing
  • Applies knowledge and best practices to ensure that every student, regardless of functional limitations, has access to accessible housing options. The incumbent collaborates to ensure rooms are organized to meet students’ needs

Contribute to residency policy development and procedural adherence:

  • Develops a comprehensive, cross-functional understanding of business processes, enterprise
  • systems, and university databases as it relates to student enrolment and residence occupancy
  • Contributes to the development of residence terms and conditions, and ensures contracts reflect department policies, procedures, eligibility and important dates, as determined by undergraduate/graduate calendars
  • Collaborates with department and campus partners to ensure residence room change and cancellation policies are appropriate, student-centric and support the departmental mandate.
  • Organizes residence financial appeals committee work – including administrative and student communication
  • Ensures residence financial deposits are processed following the direction of Residence Finance and Corporate Finance

 Collaborate with department and campus partners:

  • Participates in start of term and arrival conversations with Residence Facilities and Student
  • Development and Residence Life staff to ensure residence occupancy and bookings are highlighted and considered when welcoming students into Waterloo Residences
  • Supports end of term processes to ensure students are able to vacate their rooms at an appropriate time
  • Coordinates and communicates with Student Development and Residence Facilities staff for needs related to residence occupancy, bookings and applications to ensure all areas of the department understand how and when students take advantage of facilities
  • Liaises with campus partners to ensure students are appropriately accommodated in residence facilities
  • Highlights residence occupancy forecasts and enrolment projects when contributing to residence facility capital renewal work and planning

Qualifications

  • University degree and/or College Diploma in a quantitative field is preferred, or equivalent education and/or experience 
  • Minimum of 3 years’ experience in planning, analysis, logistics or related fields
  • Experience and understanding of university-based housing initiatives preferred
  • Excellent knowledge of Microsoft Excel, including developing pivot tables for analysis 
  • Working knowledge of statistical software (SPSS) 
  • Comprehensive knowledge and experience with project management, including but not limited to, Microsoft Project and Visio 
  • Must possess a high degree of maturity, patience and judgment
  • Self-motivated to take initiative, resolve problems and escalate more complex issues
  • Strong analytical acumen
  • Collaborative work ethic
  • Compassionate and considerate client service

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