University Housing Business Operations Analyst

Type of Appointment: Full-Time, Probationary

Collective Bargaining Unit: CSUEU - Unit 9

Job Classification: Admin Analyst/Specialist

Classification Salary Range: $3,518- $6,791 per month

Anticipated Hiring Amount: $3,518- $4,609 per month

Work Hours: Monday - Friday 8:00am-5:00pm

Recruitment Closing Date: May 17, 2023

THE DEPARTMENT

University Housing Services (UHS) is a department within the Division of Student Affairs. Student Affairs' purpose is to serve the Cal Poly Pomona community by providing intentional, student-centered programs and support services, creating opportunities that facilitate student development and enhance a student's sense of belonging at CPP. Student Affairs serves as a leader in the development of a dynamic, inclusive polytechnic university that facilitates learning, provides advocacy, and engages the diverse students we serve through divisional priorities grounded in equity, diversity, and inclusion. Priorities for the division include (1) engaging our diverse student population through intentional and transformative programs, services, and events and (2) developing student support and interventions that are equity minded and culturally relevant where students become empowered to discover and achieve their goals by developing self-advocacy skills. To that end, University Housing Services, in collaboration with our residents and staff, seeks to provide a learning-centered environment that enhances (1) a safe and welcoming community, (2) opportunities for growth, leadership, and student success, and (3) appreciation and empowerment for all backgrounds, beliefs, and cultures. University Housing Services is responsible for delivering a comprehensive student housing experience through Leadership, Operations, Residence Life, Business Services, Conference Services, Information Systems, Marketing, and Facilities Management. The department has an annual operating budget of $45 million and houses 2,800 diverse students across 3 communities in 12 residence halls, operating 24 hours a day, seven days a week. There are 60 full-time professional staff members complemented by more than 150 student leaders. The Business Operations Analyst works within UHS Business Services and has functional responsibility for the administration of the systems, contracting, assignments, reporting, and accounts receivable process within the Business Services unit.

DUTIES AND RESPONSIBILITIES

Process Improvement & Staff/Student Support

• Works independently to implement and coordinate the training of staff on new processes and systems, including but not limited to issues related to housing software, card access, and new construction.
•  Provide reports and data related to occupancy, finance & budget, residents, etc.
• Assist in the coordination and communication with students and University partners with respect to the UHS Business Services process timeline, including billing, change requests, contracting, cancellations, etc.
• Completes the monthly reconciliation of meal plan charges with Foundation Dining services or current dining vendor.
• Communicate and provide student support and information regarding UHS processes, including but not limited to issues related to contracting, room selection, cancellations, exemptions, waitlist, billing, etc.
• Monitor student services interactions to proactively identify issues affecting quality of service or process efficiencies and work collaboratively to improve. Assist in the training and on boarding of UHS Business Services Student Assistants Coordinates with University campus partners to adjust business processes and procedures that may be affected by the Processing & Activity Calendar and makes recommendations to develop and implement improvements to Business Services methods and operations.
• Performs analysis for establishment of annual residence hall room rates and occupancy projections/goals. Monitors and reports on impacts to forecasted revenue for University and Foundation Dining Services.

Contracting Management & Room Assignments

• Serves in a supportive role for the oversight of contracting and room assignment services for University Housing Services.
• Works in coordination with, and a backup to, the Housing Assignments/Accounts Coordinator to seamlessly provide and enhance student housing services via the web including contracting, account status, room assignment (new residents), room selection (returning residents), and any specific or special accommodation requests including from on-campus groups such as Athletics, Renaissance Scholars, Kellogg Honors College, and Educational Opportunity Program, as well as special summer groups.
• Coordinates annual license agreement development and approval, as well as oversight of waiting lists, resident assignments, and rosters. Evaluates requests for exemptions from housing requirements.
• Reviews and implements any requests for assignment changes and stay over requests. Approves/denies early cancellation of license agreements.
• Monitors and analyzes occupancy levels and recommends/initiates action to ensure target levels are met.
• Completes regular reports to the University regarding applications and current occupancy levels. Ensures that check-in and check-out processes are in sync with other units of the department, as well as other campus departments that may be affected by increased vehicle and pedestrian traffic activity. Coordinates regular communication (via email and phone) with students and residents.

General Responsibilities

• Stays abreast of current literature, ongoing trends, demographic changes, laws, and policies that impact the diverse student body. Stay abreast on updates and changes made to StarRez.
• Provide lead direction for Student Assistants in support of residential student housing services. Participate on department, division, and university committees and task forces.
• Also participates in regional, state, and national organizations related to housing and residence life, student personnel, and student development.
• Occasional night and weekend work is required in order to facilitate annual events such as move-in, campus open houses, orientation, etc. Any other duties and special projects deemed necessary by need of the department Serves in the capacity of other Administrative Analysts within University Housing Services in their absence.
• Assists with student payroll and staff payroll, student assistant hiring process, preparation of purchase orders and other duties as needed. Complete additional duties as assigned.

QUALIFICATIONS

• Bachelor's degree and/or the equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.

Working knowledge of general practices, program, and/or administrative specialty; basic knowledge of and ability to apply fundamental concepts; working knowledge of budget policies and procedures; ability to learn, interpret, and apply a wide variety of policies and procedures relating to and impacting the applicable program, organizational unit, and/or administrative specialty; knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them. Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques; ability to organize and plan work and projects including handling multiple priorities; ability to make independent decisions and exercise sound judgment; ability to compile, write, and present reports related to program or administrative specialty; demonstrated ability establish and maintain cooperative working relationships.

Preferred Qualifications

• Bachelor's degree with commensurate experience or Master's degree preferred; outstanding writing, oral communication, and organizational skills; demonstrated experience with all major areas of the position, including selection, supervision, and evaluation of staff; thorough knowledge of policies, procedures, and outside regulations pertaining to the administrative specialty; working knowledge of operational and fiscal analysis techniques
• Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved; ability to anticipate, investigate, and analyze problems and address them proactively
• Ability to work occasional weekends and evenings to meet customer needs; demonstrated success with leading administrative support staff in projects during a busy, high customer contact office.
• Previous experience with StarRez and Oracle PeopleSoft software applications preferred. Student Affairs/Student Housing Services and or equivalent training or work experience involving Student Accounting and Cashier Services or other related position providing a high degree of student/customer service at the university level, preferably with analysis and/or evaluation leading to the development or improvement or implementation of sound administrative procedures, practices, or policies.
• Comprehensive and detailed knowledge of applicable university infrastructure, policies, and procedures; thorough mastery of English grammar, punctuation, and spelling; expertise in using office software packages, technology, and system; ability to organize, coordinate and independently handle multiple work unit priorities and projects; ability to interpret and apply policies and procedures independently, and use judgment and discretion to act when precedents do not exist
• Ability to troubleshoot most office administration problems and respond to all inquiries and requests related to work area; ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas; ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions; ability to perform business math, analyze budgetary data, and make accurate projections requiring some inference; ability to effectively write and present own reports
• Ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations; ability to use negotiation and persuasion skills to achieve results and expedite projects. Must be able to climb stairs and ride elevators to (a) inspect/evaluate buildings and rooms, (b) assist in evacuations, and (c) provide support in emergencies and medical transport.

COVID-19 Vaccination

CSU requires faculty, staff, and students who physically access campus facilities or programs to be fully vaccinated against COVID-19, which includes obtaining a COVID-19 booster dose, or declare a medical or religious exemption from doing so.  Any candidates advanced in a currently open search process should be prepared to comply with this requirement. See policy at https://calstate.policystat.com/policy/11030468/latest.

Out of State Work

The California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers. Part of CSU's mission is to prepare educated, responsible individuals to contribute to California's schools, economy, culture, and future. As an agency of the State of California, the CSU's Business Operations almost exclusively reside within California.   The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. See policy at https://calstate.policystat.com/v2/policy/10899725/latest/. 

Background Check

Satisfactory completion of a background check (including a criminal records check) is required for employment. Cal Poly Pomona will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current Cal Poly Pomona employee who was conditionally offered the position.  See policy at https://www.cpp.edu/eoda/employee-labor//documents/employment-policies/hr2017-17.pdf.  

I-9: Employment Verification

Cal Poly Pomona hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.  See Form I-9 Acceptable Documents at https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents.

Child Abuse/Neglect Reporting Act (CANRA)

The person holding this position is considered a "mandated reporter" under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. See policy at https://calstate.policystat.com/v2/policy/10927154/latest/.

Smoking

Cal Poly Pomona is a smoke and tobacco-free campus.  See policy at https://calstate.policystat.com/policy/6591951/latest/. 

Clery Act

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California ...