Summer Housing Facilities Assistant
About The Position
The Summer Housing Facilities Assistant (SHFA) plays an important role in helping to facilitate the smooth and quick turnover of housing properties in preparation for incoming Residents. This allows the department to maintain its highest level of occupancy and revenue stream. The SHFA performs general and specialized clerical and administrative services essential to the operation of Housing Services and performs other related duties as required. This position reports on-site Monday through Friday, 8AM – 5PM, with a 1-hour unpaid lunch. Based on the key responsibilities of this position, the SHFA is not eligible for remote telework. Reporting directly to the Director of Housing Facilities and receiving day-to-day guidance from the Housing Facilities Analyst, the SHFA works independently with limited supervision to perform Resident check-ins and checkouts, conduct inventories and damage assessments, use KeyTrak (computerized key inventory system), meet and provide access to vendors, perform inspections, and secure facilities by opening and locking the doors to Resident units. Effective written and verbal communication is critical. The SHFA must follow proper channels to ensure information is communicated accurately, effectively, and in a timely manner. The SHFA will prepare and post Resident notices, respond to emails regarding turnover and maintain accurate files and paperwork. With the support and guidance of the Housing Facilities Analyst, the SHFA will be responsible for providing clear verbal instruction, relaying accurate information, and providing effective instructions resulting in corrective action to vendors, contractors and Facilities support staff. The SHFA may be asked to work on miscellaneous projects such as auditing an inventory of keys, storage and organization, signage inventories, or other projects to help optimize the performance of the facilities unit. Administrative responsibilities require accurate record keeping and use of databases to access and update information. The SHFA may be asked to help compile information for reports, complete forms and documents and manage moveout inspection calendars. This position requires a minimum of a high school graduation/GED and 3 years of related experience or equivalent combination of education and experience. The successful candidate will be personable, embrace a team approach, have strong communication skills (written and verbal), is detail oriented and is able to interpret and apply protocols and University policy. They should be able to use good judgement and have the confidence to pass accurate information to others and tactfully request vendors to achieve the standards set by the Housing Facilities Analyst. The SHFA should have database experience, and experience working with diverse populations. Must possess a CA driver’s license and satisfactory driving record. Must be available to work on July 1st and the July 4th holiday. The final salary and offer components are subject to additional approvals based on UC policy. Your placement within the salary range is dependent on a number of factors including your work experience and internal equity within this position classification at UCSF. For positions that are represented by a labor union, placement within the salary range will be guided by the rules in the collective bargaining agreement. The salary range for this position is $25.72 - $36.59 (Hourly Rate). To learn more about the benefits of working at UCSF, including total compensation, please visit: https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html
Requirements
- High school graduation/GED and three years of related administrative experience; or an equivalent combination of education and experience
- Efficient at using Microsoft word, and excel and Email platforms
- Strong written and verbal communication
- Demonstrates attention to detail
- Decision-making experience
- Skill to interpret and apply policies and protocols
- Experience providing feedback to improve quality of work
- Experience working with diverse populations
- Walk and remain standing for long periods of time
- Working knowledge of applicable University policies and procedures in all areas
- Experience working with University housing, hotels, or property management businesses
- Skill to navigate and use databases
- Experience using outlook, KeyTrak, navigating on-line applications
- Must possess a CA driver’s license and satisfactory driving record
- Must be available to work on July 1st and the July 4th holiday
Responsibilities
- Resident check-ins and checkouts
- Conduct inventories and damage assessments
- Use KeyTrak (computerized key inventory system)
- Meet and provide access to vendors
- Perform inspections
- Secure facilities by opening and locking the doors to Resident units
- Prepare and post Resident notices
- Respond to emails regarding turnover
- Maintain accurate files and paperwork
- Provide clear verbal instruction
- Relay accurate information
- Provide effective instructions resulting in corrective action to vendors, contractors and Facilities support staff
- Work on miscellaneous projects such as auditing an inventory of keys, storage and organization, signage inventories, or other projects to help optimize the performance of the facilities unit
- Help compile information for reports
- Complete forms and documents
- Manage moveout inspection calendars
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
