Housing Facilities Assistant

Overview

UR’s HFA program plays an important role in the daily operations of UR Facilities (URF) supporting student community development, providing general support to residents, and helping to achieve the overall mission of UR. HFAs assist the URF Associate Director in providing customer service, providing administrative duties, processing building access credentials, conducting varying audits, updating databases, participating in special projects focused on intentional student staff personal development, supporting Sustainability initiatives, and providing logistical support as directed. HFAs also work closely with UR Residence Life staff to promote an environment that students feel supported and safe to engage in student development and learning through University Residences Initiative for Student Engagement (URISE). HFA positions require ongoing communications with the URF Associate Director and designated staff members, departmental staff, and students, as well as participation in ongoing training and development. It is the expectation of UR that HFAs adhere to the highest standards of ethical and role-modeling behaviors throughout all of their functions and areas of responsibilities.

Employment Period

Typically for the entire academic year (fall, winter, spring quarters along with winter & spring break periods). In addition, 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.

Benefits Of This Position

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. HFAs will learn or further develop expertise that make them marketable and employable to perspective employers:

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 (18) months are eligible for promotional opportunities working as Focus Area Leads on a competitive 2 | Page 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.

Focus Areas & Primary Duties:

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.
Sustainable living best practices.
Customer advocacy for assigned residential communities.
Logistical support.

All HFA positions provide general support as follows:

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 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 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 focused 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) support encompassing short-term Basic Inventory Tracking System (BITS) 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
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 RHR program.
- Collaboration: Coordinate with Office of Sustainability Student Ambassador Assistants & AS Recycling Zero Waste Coordinator as needed and expand campus networking opportunities. Provide RHR program support through processing regular email communication for donations / reservations and sending reservation reminders, waitlist notifications, quarterly donation reminders, 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 Advising & Registration (A&R): 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 RCP 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, other tasks as needed. Provide recommendations to UR management related to surplus, new purchase, other actions.
- Advertising: Ensure quarterly updates of web site(s) are done working with partners as needed.
- Systems: Receive BITS training / participate in related software system enhancement initiatives and continually focus on improving RCP 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 focused 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.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 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.

Role-Modeling & Ethical Behavior

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.

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.

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:
- Must have a valid driver’s license and good driving record.

Timeline

Application opens | October 20, 2022

Application closes | Open Until Filled (end date November 18, 2022)

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 12 to 18 credits per quarter unless otherwise noted; obtain supervisory approval to enroll in less than 12 credits or more than 18 credits.
Fulfill position requirements as described in this document, the position agreement, and as assigned while in the position.

Compensation

Current Washington state minimum wage rate.

About Us

UR engages students in diverse and inclusive, healthy, safe and sustainable communities that foster academic success and personal growth. Through sixteen (16) residence halls and one (1) apartment community, UR provides on-campus housing for over 4,400 of Western’s 16,000 students. Nearly 200 students are employed 7 | Page by UR in part-time positions ranging from entry level to paraprofessional. Questions about this job posting can be directed to UR Facilities (EH 119), symondt@wwu.edu or 360-650-7322.

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).

Contact

For any questions about the Housing Facilities Assistant position, please contact Terence Symond at symondt@wwu.edu.