Occupancy and Systems Manager

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Job Title:

Occupancy and Systems Manager

Job Family:

Professionals

Full-Time/Part-Time:

Full time

Compensation Grade:

5S

Pay Type:

Salary

Department:

Housing

Job Summary:

Under the supervision of the Associate Director for Occupancy Management the Occupancy and Systems Manager is responsible for the execution and creation of housing assignments, occupancy processes, and housing system operations. This position ensures accurate data management, efficient workflows, and effective implementation of housing processes in support of departmental goals.

Job Description:

Responsibilities:

Executes day-to-day occupancy management processes in alignment with departmental policies and timelines.

• Manages housing assignments, including initial placements and ongoing adjustments.
• Administers the housing lottery process, including system setup and student selection workflows.
• Oversees housing waitlists.
• Manages student housing pre-assignments (accommodations, student staff, special populations, etc.).

Coordinates operational housing processes throughout the academic year.

• Manages room change processes.
• Directs early arrivals and late stays.
• Coordinates winter break housing processes.
• Directs May X and summer housing assignments and transitions.
• Manages study away housing assignments (Fall and Spring).
• Trains student staff on front desk operations, customer service expectations, and desk protocols.
• Manages residential space reservation processes, including scheduling, approvals, and coordination with campus partners.

Maintains housing systems and data integrity.

• Enters, updates, and audits housing data in systems such as THD and Workday.
• Supports system configuration, testing, and implementation.
• Ensures accuracy and integrity of occupancy-related data.

Generates and distributes occupancy and operational reports.

• Prepares routine and ad hoc reports.
• Monitors occupancy trends and identifies discrepancies.

Provides customer service and communication support.

• Responds to student and family inquiries related to housing assignments and processes.
• Assists with departmental communications related to housing operations.
• Manages the departmental inbox and ensures timely routing and response to inquiries.
• Provides customer service support at the front desk and helps maintain a welcoming office environment.
• Manages office door access permissions and coordinates access updates as needed.
• Orders office supplies and proactively anticipates departmental office and administrative needs to support departmental operations.
• Manages day-to-day departmental social media accounts, ensuring timely, accurate, and student-centered communication aligned with housing operations and timelines.
• Directs flyer approval and promotional material processes for posting within residential communities..

Collaborates with campus partners and internal stakeholders to support housing processes.

Serves as a departmental liaison for external reporting requirements, including coordination with U.S. Census representatives as needed.

Completes performance review process with supervisor to understand job performance expectations and how they fit into the department and University goals.

Performs other duties as assigned by supervisor in support of the goals and objectives of the department and the Division of Student Life. The intent of this job classification description is to provide a representative summary of the types of duties and responsibilities that will be required of positions in this classification and shall not be construed as a declaration of the specific duties and responsibilities of any particular position. Employees may be requested to perform job-related tasks other than those specifically present in this description.

Relationships

Daily contact with Housing and Residence Life staff, students, and campus partners to coordinate processes and resolve issues.

Routinely handles confidential information.

Responsibility for Decision Making

Exercises independent judgment and decision making related to housing operations, data integrity, and occupancy processes. Reviews work to ensure compliance with procedures and deadlines while determining appropriate courses of action across complex, interrelated processes.

Work requires evaluating multiple variables, interpreting and applying established policies, and selecting the most effective approach to achieve operational goals. Decisions made in this role have direct impact on departmental workflows, data accuracy, and the work of others within the unit, requiring timely identification, resolution, and prevention of errors.

Reports To: Associate Director for Occupancy Management

Work is performed with a high degree of independence, including discretion in decision making across both routine and non routine responsibilities. The position evaluates issues as they arise, determines appropriate action, and resolves matters within established guidelines, seeking additional input only when necessary for particularly complex or high impact situations.

Education/Skill Requirements

Bachelor’s degree required.

1–4 years of experience in housing, operations, or administrative support.

Strong organizational and data management skills.

Attention to detail and accuracy.

Strong customer service and communication skills.

Experience in online databases, office software, including word processing and spreadsheets preferred.

Work Conditions

Work is performed under usual office conditions.

Some evening and weekend hours required.

Education Requirements:

Bachelors (Required), Masters

Certification Requirements:

Job Posting End Date (if date is blank, posting is open ended):