Administrative Coordinator

Organization: 
College Houses
Location: 
Austin, TX
Summary: 

Full Job Description

College Houses is a nonprofit student housing cooperative in Austin, Texas, managed by its student members. Formed in 1964, College Houses’ mission is to provide affordable housing to foster community, support education, and promote the personal development and well-being of our members. Located in the West Campus neighborhood near the University of Texas, College Houses’ 7 cooperatives are home to over 500 members.

Reports to: Executive Director

Responsible for: General reception, member services, information management, and administrative systems

Hours/status: Full time, Salaried, Non-Exempt

Duties:

A. Office Management

· Answers emails from website or direct to appropriate staff

· Order supplies for computer managers and office, as needed

· Maintain office equipment

B. Member Services

· Coordinate, with the Member Services Coordinator, priority signing for current members

· Coordinate, with the Member Services Coordinator, new member applications; maintain master application list; process applications and maintain files

· Assist staff with low-level technical problems

· Assist staff with questions about members’ status, contract, and contact information

· Work with houses to maintain room charts, officer lists, historical documents, furniture inventory, and house minutes

C. Systems Administration

· Operate and maintain the application and contract systems

o Coordinate new member applications; maintain master application list; process applications and maintain files; post current availability online; maintain waitlist

o Process contracts, perform criminal background checks, maintain member database, and produce hard files for accounting.

· Manage member check-in and check-out process

· Administrate key systems

· Maintain weekly occupancy spreadsheet to support monthly financials

· Update and maintain email distribution lists

· In coordination with the Accounting Director, maintain payment processing systems

D. Monitoring & Compliance

· Support staff in maintaining necessary forms and information for activities with a compliance component

· Ensure College Houses complies with Fair Housing guidelines

· Monitor student status compliance

E. Special Projects

· Coordinate with various staff, as assigned

· Provide administrative support to special events, as necessary

· Automate manual processes and digitize paper-based processes

F. General

· General reception in the absence of front desk coverage: walk-ins, phone calls, payment processing, package notifications, and information requests.

· Facilitate a welcoming atmosphere for members, officers and staff.

· Create and maintain a welcoming and professional face to applicants, parents, the International Office, and other groups

· Treat everyone in a professional, respectful, and friendly manner.

· Work as part of a team of professionals supporting co-op members and facilitating the success of the organization.

· Other duties as assigned.

Working Conditions

  • Will work around standard office conditions
  • May spend extended periods of time at a desk working at a computer
  • Repetitive use of a keyboard at a workstation
  • Expected to work 40 hours each week, and be in the office from 10 am – 6 pm, Monday through Friday
  • Requires the ability to perform tasks that involve bending, lifting, walking, carrying and using force equal to lifting up to 50 pounds, with or without accommodations. Any lifts over 50 lbs. may only be performed as team lifts with supervisor’s approval

Knowledge, abilities, and skills

  • Knowledge of cooperative business model
  • Knowledge of and skill in student housing, communications, adult education and program management
  • Skill in oral and written communication
  • Skill in using computers and related software applications
  • Skill in handling multiple tasks and prioritizing while working independently
  • Skill in data analysis and problem solving
  • Skill in planning and organizing
  • Skill in customer service
  • Skill in complex administrative systems
  • Ability to handle stressful situations with calmness and composure
  • Ability to recognize and recommend process improvement
  • Ability to lead and train others
  • Ability to establish and maintain effective working relationships with College Houses members, staff, and external stakeholders

Required Qualifications

  • Bachelor’s degree preferred, high school diploma required
  • Minimum of 3 years of relevant experience
  • Strong interpersonal and communication skills
  • Exceptional attention to detail in administrative work
  • Ability to work occasional evenings and flexible hours

Compensation

College Houses offers a competitive benefits package including full medical and dental insurance, a retirement plan, paid vacation, sick leave, and holidays. The starting salary range for this position is between $45,000 - $50,000 and will be commensurate with experience and education. The overall salary range for any Coordinator position at CH is $35,000 - $55,000.

Job Type: Full-time

Pay: $40,000.00 - $50,000.00 per year

Benefits:

  • Dental insurance
  • Flexible schedule
  • Health insurance
  • Paid time off
  • Parental leave
  • Professional development assistance
  • Retirement plan

Schedule:

  • 8 hour shift

COVID-19 considerations:
We require masks when not seated at your desk. Our office is not currently open to walk-ins, but we are accepting scheduled appointments with members, as needed. Remote work is possible after a training period. COVID-19 vaccination strongly encouraged.

Ability to commute/relocate:

  • Austin, TX 78705: Reliably commute or planning to relocate before starting work (Required)

Education:

  • High school or equivalent (Required)

Experience:

  • Customer service: 2 years (Required)

Work Location:

  • One location

Work Remotely:

  • No
Company Website: 
https://collegehouses.org/