Housing Operations Coordinator

Working Title: Housing Operations Coordinator

State Role Title: Administrative and Office Specialist III

Position Type: Full-time Staff (Classified)

Position Status: Full-Time

FLSA Status: Non-Exempt: Eligible for Overtime

College/Division: Student Life and Involvement

Department: 300000 - Residence Life Admin

Pay Rate: Pay Range

Specify Range or Amount: $45,000 - $48,000

Is this a JMU only position? No

Is this a grant-funded position? No

Is this a Conflict of Interest designated position? N/A

Beginning Review Date: 12/15/2025

About JMU:

At James Madison University (JMU), we're more than just a publicly funded institution - we're a vibrant, welcoming community located on a stunning campus where innovation, collaboration, and personal growth thrive. Our mission is to prepare students for a bright future, and we believe that starts with supporting the people who make it all possible: our employees.

Why Work at JMU?
We offer a comprehensive benefits package designed to support your professional journey and personal wellbeing:
* Generous Leave: Enjoy paid vacation, sick leave, parental leave, community service leave, and 19 paid holidays annually.
* Comprehensive Health Coverage: Access high-quality health insurance options that fit your needs.
* Retirement Options: Plan for your future with retirement benefits through the Virginia Retirement System.
* Employee Well-Being: Our Balanced Dukes program promotes wellness and work-life integration through resources, events, and support.
* Tuition Waiver Program: Advance your education with our tuition waiver program for undergraduate and graduate courses taken at JMU.

At JMU, we believe in Being the Change - and that starts with creating an environment where you can grow, contribute meaningfully, and feel supported every step of the way.

Discover what makes JMU a great place to work: bit.ly/JMUEmployment

General Information:

The Office of Residence Life at James Madison University is accepting applications for a Housing Operations Coordinator. The Office of Residence Life is committed to designing and maintaining a caring environment that encourages academic success, respect, personal growth, and responsibility to one's community.

The Housing Operations Coordinator reports to the Assistant Director of Housing Operations and supports the mission of the Office of Residence Life by managing residence hall card access for students, faculty, staff, and affiliates, coordinating processes and logistics associated with housing operations, and supervising the student assistant staff in the housing office.

Duties and Responsibilities:

Leadership and Management in Housing Operations

• Manages residence hall card access for students, faculty, staff, and affiliates to ensure the safety and security of residential students
  
  
  
  
  • Ensures that all on-campus students as well as faculty, staff, and affiliates who need residence hall access have the correct and appropriate access.
  • Manages requests for residence hall card access as appropriate.
  • Troubleshoots residence hall card access issues with Card Services staff.
  • Creates and disseminates weekly timer reports.
  
  
  
  
• Coordinates the early arrival process for fall and spring semester
  
  
  
  
  • Disseminates information to departmental offices about the early arrival process.
  • Presents early arrival information and communicates consistently about the process to campus partners (e.g., athletic teams, organization advisors, student supervisors, etc.).
  • Tracks all requests for early arrival housing and updates information in housing software as appropriate.
  • Communicates with students about arriving early.
  • Coordinates card access for all early arrivals to maximize security.
  • Creates temporary housing assignments for off-campus student athletes living on campus during the early arrival time period.
  
  
  
  
• Coordinates the housing process for Thanksgiving and Spring breaks
  
  
  
  
  • Manages the break housing application process.
  • Works closely with community development staff to ensure we have appropriate staffing in the open halls.
  • Communicates the details associated with staying over break with residents via email.
  • Assigns students to temporary spaces in open buildings, as needed.
  • Coordinates key pick up and card access for residents staying over break.
  • Communicates to campus partners who is staying in the halls over the breaks.
  
  
  
  
• Coordinates the late stay housing process for fall and spring semester
  
  
  
  
  • Manages the late stay housing application process.
  • Communicates to campus partners who is staying in the halls over the breaks.
  • Adjusts card access as needed.
  
  
  
  
• Manages the withdrawal process and vacancy checks
  
  
  
  
  • Communicates with hall staff to confirm check out dates for residents leaving the university and ensures that hall staff are physically checking rooms to ensure that students have moved out.
  • Processes checks out in StarRez housing system.
  • Ensures billing is adjusted appropriately.
  • Communicates with students who have a vacancy in their room on a weekly basis.
  • Manages process for hall staff to physically check vacancies in their buildings on a monthly basis.
  
  
  
  

Supervision of Housing Student Assistants

• Hires and supervises 3-4 student assistants during the academic year and 1-2 student assistants during the summer to answer Residence Life main phone line and email address and perform administrative tasks in the housing office.
• Reviews student assistant timesheets for accuracy.
• Gives regular feedback and coordinates training on a regular basis to ensure accurate information is being shared with students, parents, and other constituents.

Resource Management

• Ensures that the Housing budget is managed and reconciled monthly.
• Reports any budget discrepancies in a timely manner.
• Orders the department's technology equipment and supplies as well as housing office supplies.
• Manages invoices from StarRez and other housing purchases.
• Monitors the delivery of equipment and supplies ordered.

Collaboration

• Works with campus partners on early arrivals, break housing, and late stay housing.
• Collaborates with Card Services staff regarding any residence hall card access issues.
• Collaborates with the Office of the Registrar and University Business Office on withdrawals.

Student Staff and Resident Engagement

• Ensures that student assistants deliver high-level customer service for residents and other constituents.
• Engages with hall staff on a regular basis.

Committee Work

• Oversees an early arrival working group.
• Serves on the Residence Life Move In Committee.
• Serves on committee(s) related to residence hall access and keyless access.

Professional Development

• Accumulates a minimum of 20 hours of professional development during each performance evaluation period. Obtain hours by attending university, divisional, and department training. Attend conferences, get a certification, or complete other job-related training. Use professional development opportunities to stay relevant to trends and best practices.

Qualifications:

Required:

• Demonstrated work experience managing detailed operations and logistics
• Knowledge of and proficiency in computer applications, including Microsoft Office
• Ability to create and maintain databases
• Strong organizational and time management skills
• Excellent verbal and written communication skills, including the ability to present to a group
• Strong supervisory skills
• Strong customer service skills
• Ability to coordinate and manage complex processes
• Knowledge of basic budget principles
• Ability to interpret and apply policies and procedures
• Ability to balance multiple projects and responsibilities
• Ability to successfully work independently and in a team

Additional Considerations:

• Knowledge of StarRez or other housing software systems as well as CSGold or other card access systems

Additional Posting Information:

Conditions of Employment:

Employment is contingent upon the successful completion of a criminal background check.

E-Verify Notice: After accepting employment, new hires are required to complete an I-9 form and present documentation of their identity and eligibility to work in the United States. James Madison University uses the E-Verify system to confirm identity and work authorization.

EEO Statement:

James Madison University is committed to creating and supporting a diverse and inclusive work and educational community that is free of all forms of discrimination. This institution does not tolerate discrimination or harassment on the basis of age, color, disability, gender identity or expression, genetic information, national origin, parental status, political affiliation, race, religion, sex, sexual orientation or veteran status.

We promote access, inclusion and diversity for all students, faculty, staff, constituents and programs, believing that these qualities are foundational components of an outstanding education in keeping with our mission. The university is interested in candidates whose experience and qualifications support an ongoing commitment to this core quality.

Anyone having questions concerning discrimination should contact the Office for Equal Opportunity: (540) 568-6991.

Reasonable Accommodation:

If you are an individual with a disability and need assistance searching or applying for jobs please contact us at (540) 568-3597 or jobs@jmu.edu. You may also visit the JMU Human Resource Office, located at 752 Ott Street, Harrisonburg, VA 22807 and we will be happy to assist you.