Student Operations Coordinator Job Description by qhj83296

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									                                                  Student Operations Coordinator
                                                         Job Description

Summary

This student employment position is an integral part of the Department of University Housing. Student Operations Coordinators
(SOC) are employees having direct and consistent contact with the staff in their respective areas and the Housing Office. Their
Primary responsibilities include assisting with daily administrative operations within the residential area they are placed.

              It should be noted that items stated below may be subject to change, but would not occur without notice.

Term of Employment

Dates of Employment for 2010-2011
SOCs must be able to start working July 1, 2010. Opportunities for earlier employment may be possible in some of the areas and
will be coordinated with the offer of the position.

Summer Term:        July 1, 2010 – August 22, 2010
Fall Term:          August 23, 2010-December 22, 2010
Spring term:        January 3, 2010 – May 15, 2010

Opportunities for continued employment may exist and will be determined in the spring semester.
Unpaid Vacation time can be taken with the approval of the supervising Hall Director of each SOC and should be submitted in a
written request.

Compensation

     •    SOCs will receive $7.25 per hour of work. Timesheets will be due every two weeks to the Budget Coordinator.

Supervision



          The SOC is responsible to the Hall Director in the area in which they serve. The SOC will at times work closely with
          Housing Staff including other SOCs, Resident Assistants (RAs), Desk Staff, Mail Managers, Peer Mentors, Operations
          Coordinator, other Hall Directors, Facilities Specialist, the Associate Director, the Assistant Director, the Budget Specialist,
          and other staff.

Essential Functions

While performing the duties of this job, a SOC is regularly required to:
     •    Effectively communicate and give directions
     •    Read documents such as policy and procedure manuals
     •    Prepare reports and correspondences
     •    Use a master key system
     •    Work without continuous supervision
     •    Respond immediately to occupancy issues and concerns
     •    Prepare, distribute and wash linen packets
     •    Complete room inventories and checks
     •    Perform occupancy checks
     •    Complete weekly key audits
     •    Check spaces for billing and cleaning needs
     •    Manage room condition reports
     •    Document damage with residential spaces needing attention
     •    Report maintenance concerns to the Facilities Specialist
     •    Follow up on maintenance concerns and issues
     •    Maintain a filing system
     •    Update schedules, flyers, and postings as needed
     •    Maintain accurate occupancy records
     •    Meet with the RA staff to perform occupancy meetings
     •    Assist with organization of University Housing spaces: RA Closet, Linen Closet, etc.
     •    And other tasks as assigned by the HDs or housing staff.

A SOC must regularly lift and/or move up to 10 pounds, and frequently lift and/or move up to 25 pounds.


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Academics

To be eligible to begin employment, SOCs must have a 2.5 cumulative and Semester GPA – at the time of application. A SOC
must maintain a 2.5 cumulative and semester GPA (3.5 for graduate students).      In order to apply for posted student
employment positions, you must be a degree seeking student and enrolled in at least nine credit hours each semester
(excluding the summer term) at Northern Kentucky University. Dropping below nine hours will result in job termination.


Class loads of more than 15 credits need to be discussed with your Hall Director.

In the case of dual-admit students, status can be split between Gateway and NKU with at least 3 credits taken at NKU during
semesters of employment.

If grades fall below the required GPA, you will be placed on job probation and will develop an academic improvement plan with your
Hall Director. The content of the academic improvement plan will be at the discretion of the Hall Director. If an SOC does not
adhere to the components of the improvement plan, the Hall Director may terminate the SOC’s employment. If the SOC does not
make sufficient academic improvement during the probationary period, the Hall Director may terminate the SOC’s employment. An
SOC will not be placed on job probation more than once for the duration of their employment. If the SOC’s semester or cumulative
GPA is a 1.6 or lower, their employment will be terminated immediately and they will not be placed on an academic improvement
plan




Administrative Tasks

•    SOCs must be timely with assigned responsibilities assigned as it can affect the ability of others to do their jobs.
•    SOCs must check their mailbox, messages, and email account on a daily basis. Not responding to work related message is not
     acceptable.
•    Any paperwork needs to be done thoroughly and on time.
•    SOCs may be asked to complete a task with a quick turnaround time and should be understanding when this happens.
•    Keys:
         o    Do not lose the building keys. Losing keys will result in disciplinary action up to and including termination.
         o    Duty keys are not to be given to a non-staff person.
         o    Keys are only to be used for work purposes
         o    Keying into a room
                        Unless it is a scheduled health and safety check or lock out, the HD should approve keying into any space.
                        No staff member should ever key into a residents room alone



Attitude

•    Have a team mentality
•    Maintain a positive, caring, and fun attitude.
•    Realize that a SOC is an individual, student, and a staff member. SOCs will need to balance their time to meet the needs and
     the responsibilities placed upon them.
•    Practice an open-mind policy.
•    Maintain a professional demeanor
          o    Be timely with meetings and paperwork
          o    Be respectful of others
          o    Dress appropriately
          o    Be aware of the behavior in which you choose to engage – remember that SOCs represent themselves, their staff,
               the Housing Office and the University

Communication

•    Communicate on a regular basis with your Hall Director and other staff members. A SOC is expected to communicate to the
     appropriate individuals regarding concerns, ideas, suggestions, or questions. If a SOC feels uncomfortable speaking with
     his/her supervisor, s/he should contact another Hall Director or the Associate Director of University Housing.
•    Honest communication is a necessity. In order for University Housing to support the staff in the best way, SOCs need to keep
     their supervisor informed of their choices, decisions, and issues that are affecting them, which in turn affects their performance
     as an RA.
•    Maintain a high level of professionalism in written and verbal communication. Avoid gossip, slander, profanity, and
     inappropriate jokes and conversation.




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Role Modeling

•    SOCs are held to a higher standard of accountability and responsibility. Role modeling extends beyond residence halls –
     please remember that students will see staff across campus and even out in the community.
•    Abide by the policies set forth by the Housing Office, NKU and state law.
•    Maintain a healthy lifestyle.
•    Attend classes, do assignments, and maintain good study habits.
•    Abide by aforementioned academic standards
•    Do not share staff and housing issues or concerns with those that are not on staff. Refer all concerns to Hall Directors or the
     Associate Director of Housing.



One-On-One Meetings (with Housing Staff)

These are mandatory meetings that are held weekly with the Hall Director to discuss any issues that may be occurring within the hall
or the position. This time will also be used for ongoing evaluation in the areas of:

•    Administrative responsibilities
•    Position duties
•    Time management
•    Academic success
•    Staff relationships

Unexcused absences may result in disciplinary action up to and including termination.


Outside Employment and Commitments

•    SOCs must have permission of their Hall Director to work an outside job. Only outside jobs limited to 10 hours per week or
     less will be considered for approval, but approval is not guaranteed. If approved to work the additional 10 hours, SOCs will be
     required to submit their work schedule to their supervisor.
•    The SOC position takes precedence over any additional employment.
•    Failure to maintain satisfactory SOC job performance as a result of outside employment or other involvement may result in
     disciplinary action, including being asked to resign from one of the two positions and/or termination.
•    Discuss all activities (membership in clubs, etc.) with the HD of the area in terms of time management and commitment.
     Leadership positions and other outside commitments requiring 10 hours or more work per week are subject to approval by the
     Hall Director.
•    SOCs are expected to discuss their campus involvement with their current supervisor at the beginning of each semester to
     ensure that the SOC position is something that can be balanced in a staff member’s workload.
•    SOCs will not associate (rush or pledge) any social fraternity or sorority or hold more than one executive office in a registered
     student organization without first discussing their intent with their Hall Director and getting approval.

Confidentiality

•    SOCs will have access to confidential information. This information may include: students’ social security numbers, enrollment
     status, academic standing, grade point average, restricted directory information, room assignment and personal mail. Federal
     and state legislation, as well as University policy, restrict access to and the distribution of any of this information. Understand
     that these records are for University use only.
•    In no case may an SOC impart personal or work-related information in a location or manner that allows other persons to
     overhear. This prohibition against public comments includes all “evaluative comments relative to any resident, student staff, or
     professional staff member. If an SOC is in doubt about a request for information, it is his/her responsibility to refer the request
     to his/her supervisor.
•    As part of the student staff position, SOCs may be part of search or interview committees for positions of employment. All
     information regarding these searches is confidential and is not to be discussed or shared outside of the proceedings of the
     processes.
•    Printed confidential material must be kept from view of visitors while using information for specific job functions. Printed
     confidential information must be shredded immediately after use and before being recycled. This information should never be
     duplicated or distributed without the consent of the individual involved and the appropriate supervisor.
•    All SOCs are required to sign a confidentiality agreement. A copy of the confidentiality agreement may be found in the
     appendix of this document.



Staff Discipline

An RA accused of violating the conditions of his or her employment will meet with his or her Hall Director to discuss the accusation.
The Hall Director may gather additional evidence and may consult with the Associate Director of University Housing before making a
decision about the case. If a Hall Director determines that an SOC’s performance is substandard but does not warrant termination of
the employee’s appointment, s/he will issue a letter of warning or probation to alert the staff member that his or her work is
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unsatisfactory and may include performance evaluations and recommendations for improving the SOC’s performance. If a Hall
Director determines that an SOC’s performance is seriously deficient in one or more areas, s/he may issue a letter of termination.
Any sanction letters and supporting evidence will be placed in the student’s personnel file.

•    Failure to meet job expectations will result in disciplinary action up to and including termination
•    Any appeals regarding the disciplinary process will be heard by the Associate Director of University Housing. The Associate
     Director’s decision is final.
•    SOCs must remain in good behavioral (no disciplinary sanctions) and financial standing with University Housing and the
     University. Failure to do so will result in disciplinary action up to and including termination.
•    Hold each other accountable
          o     Please attempt to address any concerns with a staff member with that individual first
          o     If a SOC is uncomfortable doing this, they should discuss the matter with their Hall Director and get advice on how to
                handle the situation
•    For all sanctions:
          o     The notice of appeal must be communicated to the Associate Director of University Housing. Results of all reviews
                are final.
          o     A review of the disciplinary process will be evaluated with the following criteria:
                           Consistency of the process
                           Appropriate documentation; or discrimination on the basis of race, color, religion, sex (except where sex is
                           a bona fide occupational qualification), national origin, age, disability, sexual orientation or veteran status
                           or violation of free speech rights. An RA whose employment has been discontinued without cause may
                           request a review only on the ground of discrimination on the basis of race, color, religion, sex (except
                           where sex is a bona fide occupational qualification), national origin, age, disability, sexual orientation or
                           veteran status or violation of free speech rights.



Resignation or Termination

1.Resignation- Two weeks’ notice is expected when an SOC resigns from the position. If an SOC does not meet their job
expectations during that two week period, they will not be paid their stipend for that period of time.


Termination and Eligibility for Rehire

1. SOCs may be terminated at any time based on their job performance, grades, financial standing with the University, and any
changes to their judicial standings.

2. The Department reserves the right to mandate a specific time period before an SOC may re-apply for a position with University
Housing following resignation or termination. In addition, the student may be asked to go through the full selection process, at the
discretion of University Housing Staff.

a. Resignation— If an SOC resigns from his or her position, he or she is eligible for rehire if the minimum hiring requirements are
met.

b. Termination (GPA based)—Any staff member who has been released due to grade issues is eligible for rehire one semester after
their release date once they have met with and gotten approval from the Associate Director of University Housing (or a designee)]
and they have had at least one semester GPA above the minimum GPA requirement or raised their cumulative GPA above the
minimum GPA requirement. A student staff member may only "leave and return" once due to grade issues.

c. Termination (Other than GPA)—He or she cannot reapply or work in any position in University Housing for one complete
semester (not including summer) after termination. He or she is not eligible for summer semester employment.




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