Housing Facilities Assistant

Overview

The Housing Facilities Assistants (HFAs) program at University Residences plays a crucial role in supporting various aspects of UR Facilities' daily operations, including student community development, resident support, and overall mission achievement. HFAs assist the University Residences Facilities Associate Director in tasks such as customer service, administrative duties, processing building access, conducting audits, updating databases, and participating in special projects focused on student staff personal development and sustainability initiatives. They collaborate closely with UR Residence Life staff to create a supportive and safe environment for student engagement. Additionally, they engage in ongoing communications, training, and development with designated staff members, departmental staff, and students. HFAs are expected to maintain high standards of ethical behavior and serve as positive role models in all their responsibilities.

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Focus Areas & Primary Duties:

There are five (5) focus areas within the HFA program designed to provide support to UR community members while designating HFA staff fixed duties for that employment year along with different work opportunities in future years or as needed in order to maximize career broadening experiences. Focus areas include:

Building access credentials.
Asset management.
Housing Sustainability.
Customer advocacy for assigned residential communities.
Logistical support.

Work varied shifts, and sporadically weekends.
Maintain confidentiality of all information gathered.
Attend recurring meetings with UR staff and campus partners as appropriate.
Attend individual meetings with URF Management as appropriate.
Participate in initial and refresher training sessions.
Serve as a positive role model and educate students regarding University policies and procedures.
Occasionally interact with Residence Life staff to gain perspective on URISE & other programs, initiatives, community activities. In addition, fortify working relationships and enhance team dynamics.
Report UR Community Standards violations that are observed to Residence Life as appropriate.
Provide customer service (to students, staff, campus partners, other). Respond to and/or refer phone calls, e-mails, in-person inquiries as appropriate while maintaining confidentiality of information.
Immediately direct emergency (or urgent) maintenance, custodial, other concerning resident identified issues to FM Customer Service Center (during business hours) or UPD (after hours).
Perform data entry & other general administrative tasks as appropriate.
Update UR Facilities databases (access credentials, summer related, damage billing, asset management, audit / inspection focused, other) as directed.
Conduct process / other analysis, generate reports, provide other special project support as directed by management sponsor.
Perform other duties as assigned.

In addition, students applying for the HFA program are primarily hired for a designated area and will have focused responsibilities during that academic year as listed below. HFAs are required to be flexible and may serve as backups for other positions within this program.

Generate ReADY requests as needed.
Assist with damage billing process as directed.
Assist with preparing office supply purchasing requests.
Assist with maintaining (inventory, archive, transfer, destruction) UR Facilities central office files &documents in accordance with specified retention schedules.
Distribute mail, schedule meetings / take meeting minutes, fax / scan / copy documents.
Assist with Electronic Key Box (EKB) program as directed.
Assist with Electronic Door Access Control System (EDACS) as directed.
Assist with access credentials audits (Dining, ResLife, Facilities, other).
Assist with vendor operated equipment (laundry, vending machine, other) audits as directed.
Provide residential lockout and housing checkout support as needed.
Fill in for primary staff providing back-up actions as directed.
Attend residential community meetings (RD, RHA/NRHH, Hall Council, other) to present pertinent UR Facilities content as needed and to receive critical updates (program updates, issues noted, other) that need to be relayed to UR Facilities team as appropriate.
Provide support related to safety, custodial, private living space (VSR, summer turnaround, other) focused audits as directed.

Generate ReADY request as needed.
Provide support related to custodial, public space (bathrooms, lounges, other), private living space (VSR, summer turnaround, other) focused audits as directed.
Provide support related to asset audits during the academic year and/or summer period (furniture, appliance, gaming / music / media equipment, art, other) as directed. Assist with vendor operated equipment (laundry, vending machine, other) audits as directed.
Provide residential lockout and housing checkout support as needed.
Fill in for primary staff providing back-up actions as directed.
Attend residential community meetings (RD, RHA/NRHH, Hall Council, other) to present pertinent UR Facilities content as needed and to receive critical updates (program updates, issues noted, other) that need to be relayed to UR Facilities team as appropriate.
Provide UR residents in person Facilities-related customer service and support at the community front desks in accordance with established rotating schedule.
Provide customers ReADY requests training and/or FM processing overview.
Provide recurring Resident Checkout Program (RCP) and long-term Resident Hall Reuse (RHR) items available for UR community member usage. Conduct inventory cycle count, condition assessment, database update, other tasks as needed. Provide recommendations to management related to surplus, new purchase, other actions.

Attend residential community meetings (RD, RHA/NRHH, Hall Council, other) to present pertinent UR Facilities content as needed and to receive critical updates (program updates, issues noted, other) that need to be relayed to UR Facilities team as appropriate.
Attend recurring meetings with Resident Support Engagement and Education (RSEE) HFAs and UR Facilities Office staff for program development and execution.
Assist with SOLID WASTE collection external (SSC garbage / composting stations, AS recycling depots, other) and internal (public space sorting stations, community bathroom, public restroom, other) audits.
Provide research, analysis, other actions related to UR Operational Sustainability items of interest. In addition, provide UR Management directed support on projects and initiatives related to WWU’s Sustainability Action Plan (SAP).
Coordinate with UR units and campus partners on a recurring basis assisting with the development and/or implementation of residential education & awareness programs (solid waste related, energy conservation, other) as directed.
Education & Awareness: Develop and implement quarterly Sustainability focused strategies for the UR community including but not limited to presentations, training, workshops, webinars, mentoring other resident engagement activities. Provide inspiration regarding conscious consumerism and reducing waste while promoting the Resident Checkout Program.
Collaboration: Coordinate with Office of Sustainability Student Ambassador & AS Recycling Zero Waste Coordinator as needed and expand campus networking opportunities. Provide Resident Checkout Program support through coordinating reservations/pickup and quarterly Recovery Drive efforts with campus partners, and other actions as needed.
Communications: Promote UR interest programs through varying means (monthly newsletters, zine, informational booths, Residence Life emails, Western Involvement Network). Update RHR program posters / donation logistics and send to residents annually or as needed.
Fall Readiness: Develop materials and work with UR Communications to get materials out to incoming students to provide baseline awareness, to stimulate interest for the upcoming academic year, and to fortify support as needed.
Provide recurring focused Resident Checkout Program administrative and logistical support as directed ensuring that items are available for UR community member usage.
Administration: Perform database updates, item general category / sub-category or specific part number transactional usage analysis (by area, community, other), and other tasks on an ongoing basis. Ensure that RHR program communications (emails, correspondence, confirmations, questions, pick-up & delivery actions, receipts, liability waivers, extension of rentals) are processed as appropriate.
Logistics: Conduct inventory cycle counts, condition assessments, and other tasks as needed. Provide recommendations to UR management related to surplus, new purchases, and other actions.
Advertising: Ensure quarterly updates of website(s) are done working with partners as needed.
Systems: Receive StarRez training / participate in related software system enhancement initiatives and continually focus on improving Resident Checkout Program resident interface / UR internal storage capabilities.
Other: Recruit, train, and lead volunteer peers across campus to either provide support actions related to donated items collected during move-out (clean, inventory, storage) or items postured for opening (clean, inventory, issuing location set-up, item delivery) periods throughout the academic year.
Fill in for primary staff providing back-up actions as directed.
Provide support related to distributing mail, scheduling meetings / taking meeting minutes, faxing / scanning / copying documents.
Provide support related to custodial and private living space (VSR, summer turnaround, other) focused audits as directed.
Provide residential lockout support as needed.

Provide focused account management of assigned UR communities ensuring that Facilities related services delivered to residents meet UR standards, conducting outreach actions with residents & staff as needed, and providing sustained client advocacy efforts that maximize customer service.
Provide UR residents in person Facilities-related focused customer service and support at the community front desks in accordance with established rotating schedule.
Provide customers ReADY requests training and/or Facilities Management processing overview. Generate ReADY request as needed.
Attend residential community meetings (RD, RHA/NRHH, Hall Council, other) to present pertinent UR Facilities content as needed and to receive critical updates (program updates, issues noted, other) that need to be relayed to UR Facilities team as appropriate.
Provide support related to safety, custodial, private living space (VSR, summer turnaround, other) focused audits as directed.
Assist with vendor-operated equipment (laundry, vending machine, other) audits as directed.
Provide residential lockout and housing checkout support as needed.
Fill in for primary staff providing back-up actions as directed.
Provide support related to public space focused audits (bathrooms, lounges, other) during the academic year as directed.
Provide support related to asset audits during the academic year and/or summer period (furniture, appliance, gaming / music / media equipment, art, other) as directed.

Assist with loading and unloading trucks and vans. Use dollies, hand trucks, and other equipment incidental to transport of supplies and equipment or hand carries freight to appropriate designation. Perform pick-up, transfer and delivery of equipment and supplies, building furnishings, varying equipment (custodial, network, other) and linen.
Pack, crate, prepare, and label materials for shipment and/or delivery. Obtain receipts upon delivery.
Record shortages and breakages on proper forms.
Unpack, check, assemble and store materials and supplies.
Assist in preparation of orders for transport, and warehouse inventory, including linen supplies for summer conferencing.
Perform vehicle servicing such as cleaning of interiors, refueling, etc.
Drive an official vehicle under the direct supervision of a qualified driver.
Perform other related duties or management directed tasks as appropriate.

HFAs are typically employed for the entire academic year. Summer work opportunities are available to support varying projects focused on preparing the UR system for Fall opening. Summer housing accommodations are available to HFA staff members who work with UR during this period at a discounted rate.

Timeline

Applications open: November 13th - November 26th
Review: November 27th - December 1st
Interviews: December 4th - December 8th
Offers: December 11th - 15th
Position Starts: January 8th

Compensation

Current WA state minimum wage.

Application Eligibility

In order to apply for this position, candidates must meet the following criteria:

Candidates must be currently enrolled at WWU or be officially admitted.
Candidates must have a minimum cumulative GPA of 2.5 unless otherwise noted. Fairhaven College students must be in good academic standing with the Fairhaven College administration. New transfer students must provide a transcript from their previous institution. Candidates must not be on disciplinary probation; must not be in deferred-eviction or eviction status.

Terms of Employment

Be able to serve in the assigned role during the employment period previously mentioned.
Average academic year weekly workload is ten (10) to nineteen (19) hours with an exception for break periods which can be worked up to forty (40) hours. In addition, summer weekly workload is fifteen (15) to forty (40) hours dependent up academic coursework taken.
Overtime work is available as operationally required. Occasional weekend and late evening work activities may be required depending upon specific duties assigned. Should be willing to work weekends and during intersession and/or break periods.
Maintain a minimum GPA of 2.5 while enrolled in 6 to 18 credits per quarter unless otherwise noted; obtain supervisory approval to enroll in less than 6 credits or more than 18 credits.
Fulfill position requirements as described in this document, the position agreement, and as assigned while in the position.

Required Qualifications

Build and maintain relationships that support an inclusive and diverse community.
Ability to role model ethical decision making that upholds the values of the university.
Ability to serve as a problem solver or peer leader.
Willingness and ability to complete tasks with a high standard of quality and within a given timeline.
Good work ethic (dependable, responsible, self-motivated).
Ability to effectively collaborate in a team environment.
Must be able to bend, kneel, squat, stand, and lift heavy objects as needed.
For logistical support candidates only:
- Physical ability to lift a maximum of 50 pounds without assistance.
- Current Washington state driver’s license.
Preferred Qualifications:
- Valid driver’s license and good driving record.

About Us

UR engages students in diverse and inclusive, healthy, safe and sustainable communities that foster academic success and personal growth. Through sixteen residence halls and one apartment community, UR provides on-campus housing for over 4,400 of Western’s 16,000 students. Nearly 200 students are employed by UR in part-time positions ranging from entry level to paraprofessional.

Contact

For any questions about the Housing Facilities Assistant position, please contact us at residencesfacilities@wwu.edu.

Position Benefits

Our goal is to develop HFAs by providing them valuable work and life related experiences that enhance their resume/overall portfolio while providing HFAs skills that support their personal development/prepare them for their professional careers while also serving the critical needs of the students that live within UR communities.

Analytical thinking.
Building relationships with different people and community development.
Business related skills.
Communication and self-awareness.
Cultural competencies and social-perspective taking.
Leadership development.
Personal development.
Role modeling for peers.
Safety and crisis response.
Teamwork experiences and collaborations.
Time management.

Leadership Development

HFA staff members who have been employed with URF for more than eighteen months are eligible for promotional opportunities working as Focus Area Leads on a competitive basis (one lead per area). Besides performing routine duties assigned to other staff members, Leads also work closely together with each other and/or URF management to ensure that program objectives are met, to explore/pursue initiatives that increase overall productivity & customer service, and to support other improvement efforts as directed.

Role-Modeling

Serve as a role model and act in congruence with WWU standards and code of conduct.
Represent WWU and UR accurately.
Exhibit ethical behavior in fulfilling one's role.
Maintain confidentiality and use appropriate discretion.
Exercise good judgment in upholding established policies of the University and the UR system; support and obey all federal, state, and local laws and ordinances.
Maintain fairness and act respectfully.

Equal Opportunity & Affirmative Action

Western Washington University (WWU) is an equal opportunity and affirmative action employer committed to assembling a diverse, broadly trained faculty and staff. Women, minorities, people with disabilities and veterans are strongly encouraged to apply. In compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, WWU does not discriminate on the basis of race, color, creed, religion, national origin, sex (including pregnancy and parenting status), disability, age, veteran status, sexual orientation, gender identity or expression, marital status or genetic information in its programs or activities, including employment, admissions, and educational programs. Inquiries may be directed to the Vice Provost for Equal Opportunity & Employment Diversity, Title IX and ADA Coordinator, Equal Opportunity Office, Western Washington University, Old Main 345 (MS 9021), 516 High Street, Bellingham, WA 98225; 360.650.3307 (voice) or 711 (Washington Relay); eoo@wwu.edu.

WWU is committed to providing reasonable accommodations to qualified individuals with disabilities upon request. To request this document in an alternate format or to request an accommodation, please contact Human Resources Disability Services, 360.650.3774 or 711 (Washington Relay).