Housing Operations Support Specialist, Yale Housing

About the role

The Housing Operations Support Specialist will report to the Associate Director of Housing Operations within Yale Housing. This role provides high-level administrative and operational support to the full lifecycle of housing operations.

Responsibilities

• Assist in handling housing operations responsibilities including move-in and move-out, summer operations, key and prox card access management, work orders, case management, inspections, data management, turnovers, reporting, and liaising with campus partners like Facilities.
• Communicate directly with students and campus partners using AssetWorks, Salesforce, and other applications to record, submit, and track work orders, custodial services, and issues related to housing during academic year and summer.
• Support Associate Director during peak periods, such as move-in and move-out, post-term, summer, inspections, and turnovers.
• Compose and create operational communication, timelines, marketing, and resources.
• Maintain and respond to messages in various Yale Housing email accounts. Screen calls and messages for urgency and emergency needs; redirect to appropriate campus partners as needed.
• Synthesize information and follow-up on issues or questions seeking manager assistance as needed.
• Support Yale Housing summer operations working with housing services team on blocking and summer housing assignments, supporting the summer central office, ensuring accurate data in StarRez and reports, and participating in summer staff selection and training.
• Participate in building operations through participation of walkthroughs and inspections. Enter and track work orders, inspection results, and vendor coordination through system applications.
• Manage, disburse, and track keys, prox cards, and student badges for academic year and summer. Track key inventory and coordinate electronic access to various residential buildings.
• Serve as a department liaison to campus partners and outside vendors, such as Facilities, Public Safety, and others.
• Avoid performing additional functions as requested by the department manager.

Requirements

• Able to be a self-starter and handle multiple tasks, demands, and deadlines.
• Demonstrated willingness to learn new skills and tasks as necessary.
• Knowledge of Microsoft Office, including intermediate proficiency in Outlook, Word, and Excel.
• Experience with collegiate housing or property management.
• Excellent organizational skills; ability to respond to complex problems and initiate corrective action.
• Demonstrated ability to triage incoming phone calls.
• Demonstrated strong customer service skills.
• Driver's license required.

Preferred Skills And Abilities

• Experience with StarRez or other housing software preferred.
• Experience with Salesforce or other CRM platforms.