What are the responsibilities and job description for the HRL Desk Coordinator (Student) position at American University?
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Department:
Time Type:
Part timeFLSA Status:
Non-ExemptJob Description:
Summary:
The Desk Coordinator (DC) is an undergraduate part-time student staff member of Housing & Residence Life and a member of the University’s Division of Student Affairs . The Desk Coordinator fulfills a vital role in the residence hall system by assisting with training student staff, the administration of residence hall front desk operations, and residential engagement strategies at the front desks. The DC is supervised by the Residential Operations Coordinator with support from the Assistant Director for Residential Operations and Finance and is expected to work closely with other professional and student staff in the Housing & Residence Life department.
Responsibilities:
Administration:
Assist with the creation and maintenance of Desk Assistant schedules in the SubItUp scheduling system.
Assist other student staff if they encounter issues with any of our operational systems. Refer them to their supervisor if needed.
Review front desk shift logs and communicate any concerns to the Residential Operations Coordinators.
Turn in completed HR and payroll forms to the Residential Operations Coordinators or Assistant Director for Residential Operations and Finance.
Be timely and professional in all written and verbal communications with Housing & Residence Life staff and AU community members.
Compile accurate and timely reports for supervisor as requested (shift logs, digital systems management, etc.)
Complete and submit bi-weekly online timesheets on time.
Treat information concerning staff and/or students with the utmost confidentiality.
Residential Engagement and Customer Service:
Support efforts of front desk staff in creating, implementing, and assessing engagement strategies.
Treat concerns of all customers with attentiveness and seriousness.
Serve as a liaison between Desk Assistants and Housing & Residence Life professional staff.
Maintain a working knowledge of the University’s facilities, services, and resources.
Ensure that the desks are clean, all binders and logs are in appropriate locations, and all supplies are stocked. Replace items as needed.
Role Modeling, Peer Coaching, and Policy Compliance:
Be well versed in, personally abide by, and help enforce University policies including the Housing Living Agreement. DCs must also abide by all regulations in federal and local jurisdictions.
Understand that all actions of a DC (including those engaged in outside of the residence hall) are observed by residents, other student staff, and professional staff members. DCs must hold themselves to a higher standard in all action.
Follow outlined emergency response protocol when necessary at the desk.
Help develop and present Desk training materials for August and January Desk Assistant trainings, and for mid-semester trainings, as needed.
Be knowledgeable in all Front Desk operations and procedures
Serve as a peer coach to Desk Assistants and Resident Assistants on all Front Desk operations and procedures as directed by their supervisor or as they encounter a staff member that needs additional instruction.
Facilities/Operations:
Assist in the opening, closing, and staffing of the residence hall desks at break times.
Audit and track temporary access cards at the front desks and report missing cards to Residential Operations Coordinator. Replace temp cards as needed. Regularly retrieve temp cards that were returned to the OneCard office.
Assist with the upkeep of residence hall front desk equipment and technology (computers, SALTO system, timeclocks, etc.).
Support Residential Operations Coordinators with the management of residence hall mailbox keys.
Perform regular audits of administrative keys kept at desks.
Follow proper key distribution procedures to maintain accuracy and security. DCs must not create or issue keys to anyone, including themselves, without following proper documentation procedures.
Provide coverage for open Desk Assistant shifts (“strandings”) that occur during scheduled Desk Coordinator hours.
Communication:
Maintain positive relationships with fellow Desk Coordinators, Desk Assistants, Resident Assistants, Community Directors, HRL staff, Facilities Management, and Program Associates.
Attend weekly meetings with Residential Operations Coordinators and Assistant Director for Residential Operations and Finance to discuss desk operations.
Work with Residential Operations Coordinators to develop content for desk staff newsletters,all-staff meetings, and residential engagement strategies at the front desks.
Maintain ongoing communication with other Desk Coordinators, Desk Assistants, Residential Operations Coordinators, and Housing & Residence Life staff by checking staff mail, phone messages, and e-mail messages daily.
Attend all scheduled shifts on time. Follow proper communication protocols when seeking emergency shift coverage.
Position Type/Expected Hours of Work:
Part-time.
Student.
15 hours/wk. (minimum).
This is a 10-month position from August 2025 through May 2026.
Work shifts will occur between 9:00 AM and 9:00 PM.
Weekend shifts are to be expected.
Desk Coordinators are able to, but are not required to, work an additional 12 hours per week (maximum) as a Desk Assistant (DA) at the DA pay rate.
Pay Range:
$18.60/hour.
Minimum Requirements:
Full-time enrollment as an undergraduate at American University (minimum 12 credits and a maximum of 17 per semester)
If a Desk Coordinator wishes to drop below the minimum credit hours, they must receive written permission from the Director of Residence Life in order to retain the DC position.
Cumulative GPA at, or above, 2.5 and term GPA at, or above, 2.5 (GPAs must be maintained from the date of application until the date of separation) Minimum one (1) semester of prior experience working as a Desk Assistant or Resident Assistant for Housing & Residence Life.
Additional Information:
All Desk Coordinators must attend and fully participate in staff training in August and January prior to the start of the academic semester (Dates will be provided.).
All Desk Coordinators are expected to work during the opening of residence halls in August and January. Desk Coordinators are required to work during Finals and hall closing periods in December and May. Desk Coordinators are not eligible to work as a Night Desk Assistant Resident Assistants are not permitted to work as Desk Coordinators simultaneously. Former Resident Assistants are welcome to apply.
Other duties as Assigned:
The nature of the DC position does not allow for all duties to be explicitly described. There will be times when student staff are requested to assist in an emergency or other unforeseen circumstance. These situations will be presented as thoroughly as possible at the time of need.
Other Details
This position is available only to enrolled American University students.
Please note this job announcement is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
American University is an E-Verify employer.
Visit https://www.american.edu/hr/ for additional information about American University employment and benefits.
Current American University Employees
American University current employees (including those employed in student positions) must apply through their employee Workday account. If you are a current employee at American University, please log into Workday and select the Find Jobs report which will take you to our internal career listings.
Contact Us
For more information or assistance with the American University careers site, email theworkline@american.edu.
American University is an equal opportunity, affirmative action institution that operates in compliance with applicable laws and regulations. The university does not discriminate on the basis of race, color, national origin, religion, sex (including pregnancy), age, sexual orientation, disability, marital status, personal appearance, gender identity and expression, family responsibilities, political affiliation, source of income, veteran status, an individual’s genetic information or any other bases under federal or local laws (collectively "Protected Bases") in its programs and activities.
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