Coordinator for Desk Operations

The Coordinator for Desk Operations, reporting to the Desk Operations Coordinator, Senior for Housing and Residential Life, is responsible for overseeing the operations of mail management and building access for 7,000+ residents across 20+ residential dorms. The person in this position will develop and coordinate trainings, participate in staff accountability conversations, and contribute to day-to-day problem-solving for 200+ Housing student desk staff members regarding Housing protocols and procedures for mail management, keys, and electronic access. This position requires driving a university vehicle and/or golf cart.

Housing & Residential Life (Housing), a self-funded auxiliary housed within Campus Life at the University of Arizona, operates 23 dorms and 1 graduate apartment complex that house over 7,800 students annually on the University of Arizona Main Campus. More than 80% of on-campus residents are first-year students. Our dorms range in style from historic to modern and range in size from 60 to 1000 residents. While the University does not require students to live on campus, more than 70% of all incoming first-year students choose to live in U of A housing to help their transition to university life.

Outstanding U of A benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; U of A/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to U of A recreation and cultural activities; and more!

The University of Arizona has been recognized for our innovative work-life programs. For more information about working at the University of Arizona and relocations services, please click here.

Duties & Responsibilities:

• Coordinate delivery processes for all resident mail (including packages) with carriers (e.g., USPS, Amazon, UPS, DHL) to ensure correct protocols are followed for delivery of mail/package in the dorms.
• Maintain and communicate the procedures for collection and distribution of all resident mail with both certified mail carriers and dorm residents.
• Develop and maintain collaborative relationships with campus and Housing partners, mail/package carriers, and package locker vendors.
• Oversee package lockers on campus, coordinating with package locker vendors, troubleshooting issues, and monitoring their use.
• Develop, implement, and assess training for desk staff regarding federal laws related to mail, FERPA, and other applicable guidelines.
• Provide regular and timely response to mail or package concerns via email, phone, and in person response.
• Regularly assess condition of package rooms, mailboxes, and package lockers; help schedule regular maintenance and upkeep of the areas.
• Regularly check Desk Manager package audits to ensure accurate package tracking and hand-out.
• Provide relevant data and insight to Coordinator for Desk Operations, Senior regarding mail delivery trends to assist with appropriate student staffing for mail shifts.
• Oversee Card Access and Key Policy implementation within the Residential Education unit, including developing policies and protocols for staff to distribute keys, issue lockout keys and reorder keys.
• Oversee staff training and development relating to key and card management within the dorms.
• Work closely with Housing Access Control to maintain departmental Card Access and Key Policy procedures and applicable manuals.
• Oversee notification system used to notify residents of applicable charges related to Card Access and keys.
• Track and ensure completion of dorm pending key actions in StarRez database system.
• Manage and maintain auditing records for keys and card access; regularly perform key audits in each dorm (at least 2 audits/dorm/semester) & check Desk Manager Key Audits.
• Support Coordinator of Desk Operations, Senior in the supervision of approximately student Desk Managers and 200 student Desk Assistants.
• Assist with recruitment and hiring of Desk Managers and Desk Assistants.
• Supervise 1-2 Office Assistants (students) that help with the mail and key processes as well as other desk tasks.
• Develop goals and objectives related to areas of responsibility to support overall Desk Operations efficiency and effectiveness.
• Routinely gather and utilize student and community input to inform desk service and practices.
• Communicate Lost & Found policies for the front desks, and coordinate drop-off for items with UAPD.
• Serve as liaison to faculty, staff, students and families, outside agencies, and the public regarding areas of responsibility.
• Develop and update training materials; conduct presentations as needed.
• Work with occupancy software, StarRez and train staff in its use as applicable.
• Contribute to the department's summer conference, summer housing, and winter housing operations, ensuring smooth transition of services across these times.
• Serve on university and/or departmental committees.
• Assist with move-in during August.
• Complete other duties as assigned.

Supplemental Requirements:

• Housing & Residential Life is a security sensitive department and this position requires a finger-print criminal background check.
• Motor Vehicle Division check.

This job posting reflects the general nature and level of work expected of the selected candidate(s). It is not intended to be an exhaustive list of all duties and responsibilities. The institution reserves the right to amend or update this description as organizational priorities and institutional needs evolve.

• Bachelor's degree or equivalent advanced learning attained through professional level experience required.
• Three years of relevant work experience, or equivalent combination of education and work experience.
• Must have a valid driver's license and ability to drive according to the University Fleet Safety Policy.

• Experience working in a university setting.
• Experience communicating (written and verbal) with multiple audiences.
• Experience working with Microsoft Products (i.e., Word, Excel, Teams).
• Customer service experience.