Housing Coordinator

WHITMAN COLLEGE

Located in the historic community ofWalla Walla, Whitmans vibrant and beautiful tree-lined campus is home to an intellectually diverse, dynamic, welcoming and supportive community of some 500 staff and faculty serving approximately 1,500 students from the local region and across the globe. With exceptional students, accomplished faculty and staff, and a fiercely loyal and growing number of engaged alumni, Whitman College continues to build on its national reputation for academic excellence as one of the top liberal arts colleges in the country.

Whitman Collegeis cultivating a community built on inclusion and belonging. We recognize the value of those who can offer historically underrepresented perspectives and encourage applications from those whose background, knowledge, and insights from lived experience can add to the colleges working and learning environment. Whitman College is an Equal Employment Opportunity employer (EEO).

POSITION PURPOSE
The Housing Coordinator supports Whitman Colleges mission by ensuring the effective and equitable assignment of student housing for first-year and returning students. This role plays a critical part in fostering a welcoming and organized residential community. The Coordinator serves as a key liaison between students, staff, and Residence Life leadership, requiring sound judgment, discretion, and proactive problem-solving. The Coordinator reports to the Director of Residence Life.

PRINCIPAL ACCOUNTABILITIES

Housing Assignment & Student Placement (30%)

• Prepare detailed instructions for housing assignments of returning students in the spring and fall, including lottery procedures, room selection, and placement coordination.
• Communicate with students on leave, study abroad participants and transfer students regarding housing options.
• Work with Interest Houses, Sororities, Resident Directors, and Community Directors to ensure optimal occupancy and appropriate roommate matching.
• Enter data into and manipulate various computer software systems, such as Colleague and eRezLife.
• Support housing selection processes through advertising and communication to students, working closely with Resident Directors and Community Directors.
• Compose and send housing confirmation letters to returning students during the summer.
• Manage the first-year housing process, including updating and distributing the Roommate Assignment Questionnaire, reviewing results, pairing roommates based on special housing needs and requests, and assigning residence hall rooms.
• Prepare and distribute housing assignment letters and emails for new students.
• Prepare and track housing agreements for off-campus student rentals.
• Reassign students to housing as needed, including making new roommate matches or suggesting solutions to student housing challenges.
  

Student & Community Support (30%)

• Respond diplomatically to parent, student and faculty inquiries regarding housing procedures and assignments.
• Answer incoming calls and greet visitors with tact and diplomacy.
• Respond promptly and professionally to email inquiries from students, parents, and prospective students.
  

Housing Operations, Information Tracking & Data Collection (20%)

• Collaborate with the Resident and Community Directors to track student room assignments for the purpose of preparing financial and housing statistics.
• Provide occupancy projections and housing data to various College offices.
• Enter and verify Resident Assistant room and meal credits into the Colleague software each semester.
• Track off-campus housing petitions and meal plan petitions and ensure they are reviewed, documented, and communicated appropriately.
• Stay informed on Residence Life, Housing, and Whitman College policies to accurately address questions from students, staff, faculty, parents, and visitors.
  

Office Administration & Communication (20%)

• Manage administrative duties to ensure smooth daily office operations.
• Prepare instructions for students and Residence Life staff on hall closures for winter break, spring break, and end-of-year move-out.
• Draft, proof, and produce correspondence for the Director; may compose letters as needed.
• Support the Resident Assistant selection process, including correspondence and logistics.
• Assist with evaluation procedures by distributing and reviewing surveys.
• Review and maintain a monthly suspend system to ensure effective office operations.
• Utilize Google Suite, Microsoft Suite, Zoom, and office equipment; learn new software platforms including Colleague and eRezLife.
• Coordinate payments for sorority and fraternity house managers and send chapter room charge information to sororities.
• Supports scheduling of appointments and meetings for nine office professionals as needed.
• Prepare and distribute a residence hall staff contact list to various offices.
• Collaborate with Technology Services and software vendors to improve software efficacy.
• Organize, sort, and file documents, proactively updating filing systems as needed.
• Hire, train and supervise student employees for the office in collaboration with the Administrative Assistant.
  

REQUIRED KNOWLEDGE, SKILLS & ABILITIES

Must be able to explain and/or demonstrate possession of the knowledge, skills, and abilities to safely perform the essential functions of the job, with or without reasonable accommodation. Specifically,

• Strong communication skills to interact diplomatically with campus departments, individuals, and external constituencies.
• Ability to handle complaints and resolve problems while maintaining friendly and cooperative relationships.
• Effective time management skills to prioritize tasks and meet deadlines.
• Strong analytical skills, organizational ability and sound judgment.
• Attention to detail with the ability to work with speed and accuracy.
• Proactive mindset with a willingness to take initiative and seek additional projects as time allows.
• Proficiency in computer applications, including word processing (Word), Google suite, spreadsheets/databases (Excel), internet functions (e.g., updating web pages) and the ability to learn specialized department software.
• Strong interpersonal and communication skills to foster positive relationships.
• Computer literacy, flexibility, and composure to manage the positions demands.
• Adaptability in a fast-paced workplace, balancing independent work with team collaborations.
• Consistently positive, professional and organized with a congenial attitude.
• High accuracy and attention to detail in all responsibilities.
• Ability to function effectively under pressure, managing heavy workloads and frequent interruptions.
  

MINIMUM QUALIFICATIONS

• Associates degree.
• Experience in administrative support, housing operations, or a related field.
• OR a combination of relevant education, training, and experience.

Whitman College values diverse pathways to acquiring skills and knowledge and encourages applicants to demonstrate how their background aligns with the role.

PREFERRED QUALIFICATIONS

• Bachelors degree.
• Knowledge of a college environment and housing procedures.

Please note that while the description details both required and preferred qualifications, we want applicants to be aware that they do not need to have all of the preferred qualifications to be considered for this position. If you meet the minimum qualifications and have passion for the work, you are encouraged to apply.

BENEFITS

Whitman College offers a competitive benefits program that is designed to attract qualified candidates and retain talented employees. Full-time employees enjoy the following benefits:

Medical/Dental/VisionInsurances.

Basiclife,accidental death and dismembermentandlong term disabilityinsurances with the capability to elect additional voluntary coverage.

403(b) Defined Contribution Retirement Planwith a 10% matching contribution aftereligibility requirementsare met.

Paid Time Off:10 accrued vacation days,12 accrued sick days,13 paid holidays.

Tuition Remission Dependent Children.

Employeetuition waiverfor two Whitman courses per semester.

Employee Assistance Program.

Relocation benefits for eligible employees.

Learn more about benefits eligibilityhere.

DISABILITY ACCOMMODATION FOR JOB CANDIDATES

Contact Human Resources regarding requests for disability accommodation in the employment application process.

APPLICATION REVIEW

Application review will begin on April 28, 2025 and continue until the position is filled.

START DATE

June 23, 2025