Reporting to the Associate Director of Housing Operations, the Operations Coordinator provides assistance in the management of operations of University Housing, including management of residential desks and mail, coordination of emergency housing, oversight of electronic door access and physical key control, support for summer conferences, and coordination of annual check in and check out processes for the residential areas. The Operations Coordinator supervises one graduate assistant and up to 50 paraprofessional students. The Operations Coordinator is responsible for assisting in ordering furniture and services for University Housing, in collaboration with the Associate Director of Housing Operations and the Director of University Housing. Managers keys, including distribution, replacement, and re-coring, in collaboration with the University Lock Shop, and supervises the completion of bi-weekly key audits. Manages access control for students, staff, and vendors. Develops processes and procedures and/or protocol for desks, mail, keys, and check-ins and check-outs. Works with the Associate Director of Housing Operations in the coordination of conferences each summer, performing duties as assigned and required. A successful candidate for this position must be able to demonstrate critical thinking skills, sound judgment, work independently, and be able to communicate and collaborate effectively with various constituents across the University.
Primary Responsibilities :
1. Oversee desk and mail operations in both residential villages for University Housing. Indirectly and directly hire, train, supervise, schedule, and evaluate up to 50 paraprofessional student desk and mail staff and one graduate assistant. Ensure desks are staffed during open hours and that high levels of customer service and competency are exhibited by each team member. Train residence life staff, including Residence Hall Directors, Assistant Hall Directors, and Resident Assistants on desk and mail operations and the intersection between operational support and residence life. Create and update desk and mail room manuals. Responsible for the oversight of mail room software, including addition/deletion of users, password resets, technology troubleshooting, package tracking, updating communications, and training staff members on use.
2. Manage all aspects of key distribution and maintenance for the department, including creating and maintaining physical key control processes, including oversight of approximately 4,000 keys. Regularly conduct key audits looking for discrepancies, manage key change requests and facilitate emergency lock changes as a liaison with the NKU Lock Shop. Supervise student employees responsible for the management and security of keys for University Housing. Oversee key control systems, including KeyTrak, and managing staff access levels and control of assets.
3. Responsible for developing plans and training staff on opening and closing procedures used at the beginning and end of each academic semester. This includes preparation of keys, ordering of supplies and materials, and dissemination of information to arriving and departing students. Works with Parking Services to manage move-in and move-out parking and parking lots and the coordination of professional staff parking permits and guest permits. Works with Operations and Maintenance staff on the ordering and placement of dumpsters and signage during move-in and move-out events.
4. Work with the Associate Director of Housing Operations and the ACUHO-I Intern in the oversight and supervision of conferences during the summer term in University Housing. This includes developing room schedules, liaising with outside groups, working with housekeeping and maintenance on room turnovers, managing check-in and check-out processes, coordinating with Chartwells on food services, and liaising with the Assistant Director of Conference Management and Event Services, as directed by the Associate Director of Housing Operations and/or the Director of University Housing.
5. Serve as the primary administrator for the electronic door access system for University Housing. Responsibilities include liaising with Operations & Maintenance staff in the management and upgrade of the software, automation of processes, assigning staff access, assigning and managing guest and vendor access, creating door schedules, and managing access groups.
6. Liaise with Operations & Maintenance at NKU on behalf of University Housing, and as directed by the Associate Director of Housing Operations and/or the Director of University Housing, regarding daily questions, concerns, and updates to residential spaces. Meet regularly with Housing Maintenance Superintendent and Supervisor and regularly walk through University Housing facilities to ensure high quality facility upkeep. Track and maintain furniture in residential facilities and staff apartments. Oversee the turnover and move-in and move-out of professional residential staff and long-term guests. Work with Safety & Emergency Management to schedule and execute fire-drills, as required by law and institutional policy. Manage abandoned property collection and removal for University Housing. Oversee University Housing improvement projects, including common spaces, conference rooms, offices, residential desks, and staff apartments. Ensure project timeline, budget, and completion. Coordinate the University Housing Safety and Security Advisory Committee, as directed by the Director of University Housing.
7. Develop, manage, refine, and oversee the emergency space process and guest space process for University Housing. Includes room bookings, key return, and space turnover. Communicate with key constituents, including housekeeping, maintenance, key control, and O&M about space needs, management, and bookings.
8. Manage room reservations for common spaces and classrooms in University Housing.
9. Other duties as assigned and as appropriate.
Bachelor's degree and two years experience in facilities management, operational management and logistics, database administration or computer programming, office systems technology, office administration, or a similar field.
Equivalency for this position includes a Master’s degree in a related field and 1 year of professional experience or a High School diploma and 4 years of professional experience.
Applicants must have a valid driver’s license.
Preferred that applicants have knowledge of Microsoft Office applications, knowledge of the SAP system, knowledge of SchoolDude facilities management software, knowledge of key management systems, knowledge of housing occupancy systems, and knowledge of door access control systems.
Minimum Education: Acceptable Equivalency
Minimum Experience: 2 years
Quick Link: 8403
Internal Number: 8403
About Northern Kentucky University
NKU is a growing metropolitan university of more than 14,000 students served by more than 2,000 faculty and staff on a thriving suburban campus near Cincinnati.
Located in the quiet suburb of Highland Heights, Kentucky—just seven miles southeast of Cincinnati—we have become a leader in Greater Cincinnati and Kentucky by providing a private school education for a fraction of the cost.
While we are one of the fastest growing universities in Kentucky, our professors still know our students' names.