UNIVERSITY OF ST. MICHAEL’S COLLEGE
JOB OPPORTUNITY
This position is covered by United Steelworkers “All Employee” Bargaining Unit
Position Title:
Residence Operations Coordinator
Office:
Office of the Dean of Students
Supervisor:
Dean of Students
Compensation:
$35.08 per hour ($1,227.80 per week)
Terms:
Full-Time, 1-Year Term
Posting Date:
January 16, 2025
Closing Date:
January 31, 2025
Apply to:
hr.stmikes@utoronto.ca
Attention: Human Resources
(please include position title in subject line of email when submitting resume and cover letter)
PROFILE
The University of St. Michael’s College is a college federated with the University of Toronto and is home to a vibrant community of over 5000 students, over 500 of whom live on campus. The campus is a vibrant, diverse, and welcoming space that fosters a lively community of students, faculty, and staff dedicated to transformative education and supportive programming.
POSITION SUMMARY
The SMC Residence Operation provides accommodation to roughly 550 University of Toronto students, generating nearly 10 million in net revenues annually. Reporting to the Dean of Students and under the general direction of the Assistant Dean, Administration & Operations (ADAO), the Residence Operations Coordinator (ROC) assists in all aspects of the residence admission cycle and manages the daily administration of the Office of the Dean of Students.
DUTIES & RESPONSIBILITIES
Managing Communications
- Act as first point of contact for the Dean’s Office; respond to all forms of office communications including phone, voicemail, email, fax, in-person inquiries while maintaining University of Toronto FIPPA standards
- Monitor the ‘smc.residence’ email account and ensure all inquires are responded to and/or acknowledged during business hours; arrange for account to be monitored when role-holder is absent
- Assess needs/concerns from students, applying relevant process and protocols; consult and engage the ADAO, the Assistant Dean, Residence Life (ADRL) or the Dean of Students for complex issues
- Ensure door signage, email autoreply, and voicemail are updated to communicate changes to office schedule (i.e., vacation time, university closures, etc.)
- Maintain and add to the FAQ section on the residence website to reflect common inquiries
- Distribute the annual Residence Services survey as well as the annual don survey to residents
- Alongside the ADAO, facilitate a Residence Operations information session during pre-service training in August, to communicate proper operational processes for dons to follow (e.g. expense reports).
- Aid in the creation and distribution of the weekly Top 5 newsletter each Friday
Residence Admissions
- Track resident evaluations from dons for use in the re-admissions process for returning students
- In consultation with Dean of Students and ADAO, make residence offers, set offer deadlines, and keep track of late/missing/incomplete data
- Process withdrawals, cancellations, and room switches as they occur; determine associated charges and communicate changes to affected departments (e.g., Accounting, Food Services, Housekeeping, Porter’s Desk, Mail Desk, etc.); keep ADAO apprised of changes
- Using the centralized STG Waitlist, prepare and send offers for vacant rooms as they occur, with the goal of maintaining 100% occupancy
- Prepare welcome packages for student check ins, and organize Move in Day/Weekend alongside the ADAO, ADRL and Dean of Students, enlisting help from the residence don team and Porter’ Desk
- Using a shared document with the Porter’s Desk, ensure all room moves, check ins and check outs are updated in StarRez; update dynamic lists of admitted residents for distribution to Food Services, Facilities & Services, Summer Residence, Mailroom, Porter’s Desk, Residence Dons, and other departments as required
- Maintain the shared Meal Tracker document with Chartwell’s to reflect all withdrawals, admissions, and changes to meal plans
- Coordinate student arrivals and departures by liaising with Porter’s Desk, Facilities and Conference Services, to ensure a smooth transition between the academic and summer residence terms
- Keep important documents updated (e.g. Residence Handbook, Residence Agreement); post updated documents to website
Financial Administration
- Create purchase orders for departmental expenses over $5,000
- Maintain the Meal Plan tracker to reflect withdrawals, new admits and changes to plans; use tracker to reconcile monthly invoice from Chartwells
- Ensure expense reports, disbursements, and purchase orders are added to the budget tracker in a timely manner
- Post charges for lost keys, damages, fridge rentals, winter break stays and other miscellaneous charges on StarRez at the beginning of the month
Summer Residence
- Assist the ADAO in preparing PortalX application for summer, and advertise summer housing to current residents
- In collaboration with ADAO, prepare offers for residence students and assign rooms in the allocated summer residence spaces
- Oversee the end of term transition for students staying in residence for the summer, including working with Conferences and Facilities to have rooms cleaned, keys made, etc.
- Update the Summer Residence section on the Residence website, including fees, summer residence building(s), details related to meal plans, etc.
- Work closely with the ADAO to organize Summer-Fall turnover, using direction from college-wide working group
Office Administration
- Ensure adequate level of supplies for Dean’s Office – stationary, paper, supplies, etc.
- Meet with ADAO on a weekly basis to provide updates on residence occupancy, common trends/concerns in the SMC inbox, and other job-related issues
Residence Life
- In consultation with the ADAO and Registrar’s Office, coordinate the Residence Tour program
QUALIFICATIONS
- Formal Education: Bachelor’s degree and/or acceptable equivalent of education and experience.
- Experience: One to three years of prior work experience in an operational role at a post-secondary institution, preferably working directly with students.
- Knowledge: Administrative experience using ACORN/ROSI and StarRez database a significant asset.
- Skills: Excellent organizational skills, with special attention to accuracy and details. Proven ability to meet deadlines with competing priorities calmly and efficiently. Excellent interpersonal and customer service skills as well as effective verbal and written communication. Must be able to understand and interpret policies and procedures, work under pressure, demonstrate initiative, and work with minimum supervision.
- Other: Knowledge of various offices and resources available for student referral at the college, university and in the broader community. Tact, sensitivity, initiative, flexibility, enthusiasm, ability to work independently, and strong interpersonal skills.
WORKING CONDITIONS:
- Open office; Incumbent is expected to be present in the office during general business hours (Monday to Friday, 9 PM to 5 PM*) *Hours and days of work may be shifted to accommodate busy periods and/or issues that may arise.
We thank all applicants for their interest. Only those considered for an interview will be contacted.
The University of St. Michael’s College is strongly committed to diversity within its community and especially welcomes applications from racialized persons/persons of colour, women, Indigenous/Aboriginal people of North America, persons with disabilities, LGBTQ persons, people who take a religiously informed view of human experience, and others who may contribute to further diversification of ideas.
All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.
If you require accessibility accommodation, please contact Human Resources at hr.stmikes@utoronto.ca.
