Faculty & Staff Housing Coordinator

Overview

Housing and Real Estate Services (HRES) is seeking a Coordinator to join the Housing and Real Estate Services team within Princeton University’s University Services Department. This position will provide broad support and report to two senior managers (Senior Manager for Faculty and Staff Housing and Senior Manager for Projects, Operations and Real Estate Transactions) in the Faculty and Staff Housing Department. This position supports various aspects of the Faculty and Staff Housing team’s daily activities.

This position requires the ability to work independently, accurately, and with discretion in a fast-paced University office. The successful candidate must have strong multitasking experience, with excellent communication skills both written and oral, be proficient in technology and present excellent customer service skills. The applicant must be highly organized, detail-oriented and have a positive attitude. Finally, in order to achieve success, the Coordinator will need to work easily and effectively with all members of the University community including faculty and staff clients and campus partners.

Background

Princeton University currently has enrolled approximately 7,900 students (5,300 undergraduates and 2,600 graduate students) and employs approximately 7,400 benefits-eligible employees. As a research university, Princeton seeks to achieve the highest levels of distinction in the discovery and transmission of knowledge and understanding. At the same time, Princeton is distinctive among research universities in its commitment to undergraduate teaching. Interdisciplinary work is vital to Princeton and is reflected in a full spectrum of academic programs.

Housing and Real Estate Services (HRES) is a business unit within the University Services organization. University Services focuses on providing high quality, integrated services to the University community. The departments of Campus Dining, Campus Support Services (AV Services, Performing Arts Services, Venue Services), Conference and Event Services and University Scheduling, Housing and Real Estate Services, Print and Mail Services, The Service Point (integrated customer service center), Talent and Organizational Development, Transportation and Parking Services, and University Services Administration (which includes Finance, Communications, and Information Technology) are housed within University Services.

HRES is led by the Executive Director of Housing who is responsible for housing undergraduate and graduate students and operations and the Director of Housing Real Estate Services who is responsible for the administration of all faculty and staff programming. The scale of housing operations at Princeton is unique and diverse with approximately 5,700 dormitory beds for undergraduate and graduate students on campus, and 1,400 housing units, within the University’s rental and apartment program, which are available to faculty, staff, and graduate students. The University also offers approximately 150 single family homes in close proximity to campus, and which are available for purchase by eligible employees.

Responsibilities

Rental and Real Estate Projects and Transactions 

• Provide support for real estate services and construction project activities in faculty and staff housing programs including but not limited to site visits, vendor communication and backup attendance at project meetings.
• Coordinate and document photography of properties pre and post renovation for residential projects.
• Provide support for Open Houses events.
• Undertake and document regular facility condition assessments for properties in the Faculty and Staff portfolio. Develop a list of recommended repairs and service actions for each property.
• Initiate and follow-up on Housing operations work and work orders.
• Coordinate with operations and outside vendors to achieve maintenance and turnover of units. Assist with the coordination of F/S operational personnel and with the implementation of maintenance and housekeeping standards and related procedures.
• Follow necessary coordination and administrative actions to ensure that assigned housing is appropriately prepared for occupancy on a set schedule.
• Monitor established timeline of important dates for real estate transactions; oversee the coordination of all requirements for closing such as municipal inspections, keys, CO, etc., ensure accurate maintenance of physical and online files including collection of required components such as Township certifications, Fire Inspections, and accurately completed transaction forms in support of achieving the smooth and successful completion of all relevant steps in the real estate transaction.
• Collect data and information to draft Property Information Sheets for presentation purposes with a high priority on accuracy of information.

Rental Allocation and Services

• Participate in the development and organization of dedicated relocation activities to ensure all members of the Faculty and Staff Housing team are able to provide expert information on housing, schools, University, and community inquiries.
• Answer inquiries and provide email communications to residents for renewal process and new resident questions.
• Daily monitoring of departmental email. Responsible for creating uniform scripted responses for frequent inquiries and monitoring tracking of issues and email communication.
• Support early stages of rental contracting; acceptance documentation and coordination with occupancy management team.
• Facilitate the download, distribution, collection, and documentation for temporary application credentials on a regular basis for potential tenants who have not yet begun their affiliation.
• Verify eligibility for transfer, sublet and re-let requests.
• Support application process (accurate verification and communication) for Merwick Stanworth and review and analyze occupancy reports.
• Coordinate pre-move in requirements with various departmental and campus partners to ensure units are fully prepared for occupancy. Confirm Unit Ready Dates Prior to Occupancy.
• Facilitate short-term visitor housing reservations (Olden House) to comport with programming and priority eligibility.
• Participate in development and maintenance of a departmental organization strategy for electronic and physical file management ensuring departmental compliance with University record retention requirements.
• Assist with development and organization of presentation materials, communication and scheduling of programmatic workshops and events for campus and community partners.
• Residential key program development. Identify a process to securely store, loan, and collect keys for the residential inventory. Develop a coordinated approach for distribution and collection of keys with colleagues in The Service Point and Department of Public Safety.

Departmental

• Effectively act as a general department-wide problem solver, participate in University Services organization-wide projects, case management contributor, and support for Special Projects.
• Responsible for periodic requests for website maintenance and updates.
• Calendar support and coordination for Senior Managers, with particular attention toward efficient recruit visits.

Other

• Duties as assigned.

Qualifications

Essential Qualifications

• A High School diploma and 3-5 years of applicable industry knowledge or experience in such fields as: residential construction, property management and renovation, real estate transactional support, office, and customer service.
• Excellent multi-tasking capabilities
• Strong attention to detail and accuracy
• Must exhibit and convey professionalism at all times.
• Strong interpersonal, organizational, and problem-solving skills.
• Ability to work independently and with others and to meet deadlines.
• Strong technical skills and proficiency in MS Office applications with capability to learn unfamiliar software programs including the ability to create databases, tables, and charts; ability to create, request, and verify reports; accurate data entry and word processing.
• Must be self-motivated and manage time well, and to work under pressure.
• Ability to handle confidential sensitive and confidential materials.
• Excellent written and verbal skills
• Ability to provide daily support to a team of individuals while continuing to advance short- and long-term projects independently and collaboratively.
• Experience in or demonstrated aptitude to quickly gain proficiency with computerized maintenance management systems, housing management systems, case management systems and access software packages.
• Successful experience delivering customer service online and in person.
• Strong communication skills with the ability to be firm, but tactful, in communicating specific notification policies.
• Must be willing and able to attend field visits and meetings on active construction sites.

Preferred Qualifications

• Associate's or Bachelor’s degree.
• Experience in an academic setting and knowledge of University policies
• Experience in an academic or university setting
• Experience in real estate transactions and construction management.

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Princeton University is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, protected veteran status, or any other characteristic protected by law. KNOW YOUR RIGHTS

Standard Weekly Hours

Eligible for Overtime

Benefits Eligible

Probationary Period

Essential Services Personnel (see policy for detail)

Physical Capacity Exam Required

Valid Driver’s License Required

Experience Level