(On-Site) Part-Time Program Assistant I - University Apartments

University Apartments at West Virginia University is currently accepting applications for a Part-Time Program Assistant I. This role will be on-site at College Park.

Pay Range: The starting pay for this position is $18-20 per hour, based on education and experience.

Work Hours: 19 hours per week

About the Opportunity

This position reports to the Property Manager of College Park ("CPark Manager") and will work at the will and pleasure of the CPark Manager and the Executive Director of Real Estate Operations. The primary responsibility of this position is to ensure the smooth daily operations of designated University Apartments with a dedicated focus on the University Park community by providing and performing a broad array of assigned tasks and services, including but not limited to the duties listed below.

What You'll Do

Property Management Duties:

• With the Property Manager and Community Assistant, manages daily activities of the property management of College Park for both general and specific building services and functions. Arranges work shifts and schedules any special assignments to ensure all College Park requirements are met. Monitors budget of student employees, temp employees, and PT/OT staff salaries in order to assist the Property Manager in budget planning and management.
• Assists Property Manager with interviewing Community Assistant applicants, making decisions on employment, counseling, and discipline.
• Maintains effective communication with the renters, other WVU employees, project partners, consumers, and the public in general.
• Ensures the stable and safe operation of College Park.
• Submits work order requests through the Facilities Service Desk database.
• Dispatches maintenance/housekeeping personnel when conditions warrant in order to maintain safety of the tenants/facility.
• Maintains housing database(s) with tenant information e.g. name, room type, contact information, etc. Processes any waivers or exemptions against rent.
• Monitors aging report for delinquent accounts. Posts damage and miscellaneous charges to tenants' accounts, e.g. electric, parking, additional rents, etc. Assesses charges to residents for unnecessary cleanup, damages, and repairs. Routinely monitors work order requests.
• Inspects apartments prior to residents moving in and at resident move out when contract ends. Periodically inspects occupied apartments for safety and security measures that are brought to the attention of management. Enforces contract, apartment, and University rules and regulations. Maintains contact with West Virginia University Police, and reports issues, as appropriate.
• Sends correspondence via email and/or typed letters to tenants notifying them of rent delinquency, violations, renewals, maintenance issues, etc. Initiates correspondence to remind or notify tenants in mass as needed. Sorts and distributes mail and packages as needed. Receives shipments of supplies as per WVU procedures and verifies accuracy. Oversees and manages mail sorting for College Park tenants.
• Uses T-2 parking system to issue parking tickets at CPark parking lots and to process parking permits for tenants with parking leases. Keeps track of parking permits of tenants in excel spreadsheet and updates as needed.
• Shall coordinate, schedule, and be responsible for all aspects of move in/out.
• Completes room assignment in the StarRez database and notifies appropriate offices of changes needed. Creates financial assessment information and all pertinent apartment fee charge information in StarRez in relation to an established lease.
• Reviews accounts in Banner as needed to assist tenants with understanding charges or to verify incorrect charging.
• Responsible for issuing keys to tenants and maintaining signature logs and key cabinets. Maintains coded key boxes on the exterior of the building for weekend tenant move in. Maintains code list and changes box codes as needed to ensure key security. Periodically audits key records and requests lock changes when necessary. Issues cubicle storage space/keys, maintains records of cubicle usage on spreadsheet, and generates appropriate assessments for space rental.
• Coordinates and executes tenant events.

Leasing:

• Implements on and off campus marketing strategies for the purpose of advertising properties and maintaining goal of 100% occupancy. Serves as official University representative in contract/tenant negotiations and contract signing for apartment occupancy. Receives applicants/residents cordially by greeting them and providing them with information on vacant properties available for rent.
• Asks questions and holds discussions with the applicants to assess their needs regarding properties.
• Makes sure all related forms and leases were properly completed by the lessee, and assists them in completing the process correctly.
• Notifies tenants in a timely manner if corrections to a completed lease are necessary.
• Resolves resident queries and doubts over the phone and in personal meetings.
• Maintains accurate records of new and existing residents for future business purposes.
• Obtains proper client signatures on leasing agreements.
• Ensures all executed leases are scanned and saved in the appropriate shared folder. Sends executed copy of lease to tenants via email.
• Explains leasing policies to prospective applicants.
• Schedules lease signing appointments.
• Maintains all leasing records including, without limitation, appointment records, scanned and physical leases, assignments, move-in sheets, etc.
• Maintains current information on all aspects of a property including size, special features, expiration of current leasing agreements and pricing.
• Provides information about a particular property and the community for a prospective client.
• Helps apartment complexes achieve and maintain high occupancy rates.
• Accompanies marketing team to promotions for lease signing opportunities, e.g. housing fairs.
• Other leasing and property management strategies as needed

Other Functions/Duties as Assigned:

• Attend training classes, seminars, and conferences for general property manager and apartment management professional development; attend training to learn about new materials and techniques. Train at other University owned properties to gain further experience and assist them as needed.
• Respond to emergencies such as resident conflicts, injuries, utility outages, fires, or floods.
• Assist with snow removal and other emergency situations. Will be required to assist in clean-up efforts during extreme conditions (ex: flood or extreme vandalism).

Pay Grade: 12

• Associate's degree
• A minimum of one (1) year of relevant experience
• Any equivalent combination of related education and/or experience will be considered.
• All qualifications must be met by the time of employment.

Knowledge, Skills, & Abilities

• Strong analytical skills and the ability to provide analysis and support to assist in data-driven decision making.
• Excellent customer service, communication, and professional writing skills.
• Exceptional initiative, attention to detail, organizational, and prioritization skills.
• Strong sales skills.
• Excellent interpersonal, motivational, listening and teaching skills.
• Strong organizational, leadership, analytical, interpersonal and excellent written and verbal communication skills are
  required.
• Skillset for private and higher education apartment and mixed-use developments.
• Ability to understand diverse perspectives on complex issues and the ability to support data-driven decision making through
  data analyses skill set.
• Ability to handle confidential and sensitive matters.
• Knowledge of local leasing market.
• Works independently yet is team focused characterized by shared accountability.
• Proficient in Adobe Acrobat, Microsoft Office-Excel, Microsoft Word, and Outlook specifically.

Preferred Qualifications

• Associate's degree in business, hospitality, or a customer service field
• Experience in real estate, leasing, or property management

West Virginia University is a place of purpose and community. We take pride in our profound impact on the state of West Virginia and are committed to the personal and professional growth of our employees.

From the groundbreaking R1 research at our flagship campus in Morgantown to the career-oriented programs at WVU Potomac State in Keyser, and the technology-intensive programs at WVU Tech in Beckley, the contributions of WVU employees resonate across the state, touching lives and shaping futures.

At WVU, you will discover a supportive community that champions work-life balance and fosters a collaborative atmosphere. Our core values - service, curiosity, respect, accountability and appreciation - unite us as Mountaineers.

Join us at West Virginia University, where your work will make a lasting impact. To learn more about WVU, visit wvu.edu.

West Virginia University is an Equal Opportunity Employer. We invite all qualified applicants regardless of race, color, religion, sex, national origin, age, disability, genetic information, or Veteran status.