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Housing Admissions Coordinator

Vancouver Island University
Nanaimo, BC

Apply Now

Job details

Full-time
6 days ago

Skills

Customer service
Data analysis skills
Databases
SQL
Presentation skills
Bachelor's
Proofreading
College diploma
Communication skills

Full job description

Housing Admissions Coordinator

The Housing Admissions Coordinator is responsible for on campus housing admissions, assignments, and occupancy management for over 450 bed spaces. The position is responsible for the maintenance and effective utilization for all aspects of the housing management system. In addition, the position works within the housing management system to set up space allocation and room selection procedures, assign students, collect and analyze assignments data and generate occupancy reports to inform department decision making.

Employment Group

CUPE

Position Number

00905

Division

Vice-President Students

Department

VIU Student Housing

Campus

Nanaimo campus *Successful candidates must be able to attend in person on campus as required.

Location

Nanaimo, British Columbia

Country

Canada

Appointment Type

regular full-time

FTE

1.00

Workload

40 hours per week

Pay Level

CUPE 9: $32.84 per hour

Appointment Start Date

01-Sep-2026

Applicant Documents

CV/Resume, Cover Letter, Name and contact information of recent supervisors willing to provide a reference

Posted Date

16-Jul-2026

Closing Date

29-Jul-2026

Job Reference

3001

Key Duties

Admissions & Assignments

Under the general direction of the Director, VIU Student Housing, develop, implement, and evaluate annual and on-going room selection/assignment processes for housing
Manage and coordinate all room assignments and changes in housing and communicate/resolve problems in accordance with established procedures.
Interpret and apply procedures and make decisions on assignments with attention to the student experience and maximizing occupancy
Assist students, supporters, and staff with concerns and policy interpretations; respond verbally and/or in writing to inquiries or concerns and resolve situations
Help to design and execute processes associated with checking into and out of assigned spaces
Coordinate timelines and project plans for each application and admissions process
Manage student records in the housing management system
Implement the room transfer request and reassignment process
Coordinate the room cancellation/ withdrawal processes
Coordinate the housing accommodation request process including collaborating with Student Accessibility Services, Food Services, and other campus partners to ensure students are assigned and appropriately accommodated
Coordinate all early arrival and late stay processes

Occupancy Management & Reporting

Receive and review move-out requests, including the application of appropriate fees
Collect data pertaining to occupancy and institutional enrollment goals, providing accurate data to the Director for use in forecasting
Collect and analyze data and develop reports on assessment findings
Exchange information with other campus partners whose work impacts occupancy (e.g. Admissions, Recruitment, Food Services, Financial Services, etc.).
Identify changing factors within occupancy management and communicate trends to the Director
Prepare and distribute statistical reports for use in operational decision making, budgeting, recruiting, programming, etc.

Housing Management System

Serve as the primary administrator for the housing management system
Work extensively with the housing information system to set up and maintain modules, and reporting
Troubleshoot issues expressed by users and administrators, communicating with and managing the housing management system and IT tickets as necessary
Administer security settings and user access for department users and internal partner users, in accordance with established procedures
Manage the accuracy of information contained in the system by running periodic audits
Responsible for all annual administrative updates to the system including but not limited to updates to applications and admissions, billing and fees, facilities and student conduct information, and the student portal
Work with the Director to build fee and billing tables within the housing management system to ensure smooth transfer of information
Perform detailed documentation of occupancy management processes and provide opportunities to automate tasks where applicable
Analyze and implement technological systems and processes for all assignments and business process in the housing management system
Perform detailed documentation of housing management system processes and identify opportunities to automate repetitive tasks

Communications

Coordinate all correspondence regarding housing admissions and assignments, fees, availability and general questions to ensure that students and stakeholders receive accurate, up-to-date information
Coordinate the creation and distribution of all departmental promotional materials and publications including but not limited to the Student Housing Agreement, Community Standards Handbook, and departmental brochures
Regularly update the housing website
Host online live chats with prospective students
Provide edits and up-to-date Student Housing information for other department’s materials
Meet with students and/or supporters for a variety of reasons including but not limited to requests for changes in housing status or occupancy needs
Coordinates housing administrative portion of move in day

Housing Front Desk

Uphold Student Housing Agreement and guidelines when necessary
Participate in planning and execution of move in/move out processes, working collaboratively with VIU Student Housing staff
Provide courteous and professional customer service
Respond to voicemail and emails in a timely manner
Be knowledgeable of emergency response procedures and implement as required

This position is included in operational needs as per Article 28.12 of the VIU-CUPE Collective Agreement.

Required Qualifications

Two-year Diploma in a relevant field from an appropriately accredited institution. Two years of experience related to occupancy management or student housing or university admissions or database management. An equivalent combination of education and experience may be considered.

Experience working with a housing management system or similar database system
Understanding of Freedom of Information and Protection of Privacy Act and implementation
High degree of accuracy, efficiency, skills in proof reading; patience with auditing and repeated review of details
Good communication skills; experience in customer service and dealing with difficult customers
Demonstrated ability to work independently and as part of a team
Ability to do public presentations
Understanding of the student housing experience.
Experience in a student housing setting

Preferred Qualifications

Bachelor's degree in a relevant field
Basic knowledge of structured query language (SQL)
Experience with report writing and data analysis

VIU is pleased to offer eligible employees a comprehensive benefit plan; ample paid holiday time; professional development opportunities and a desirable pension plan. As part of the VIU campus community, our employees work with supportive colleagues within an encouraging environment and are provided with the tools and training that promote learning and development. The perks of VIU employment are multiple, and include well-being initiatives and services, strategic discounts, and flexible work opportunities.

Note:

Short-listed candidates must provide original transcripts, or applicable original certifications at time of interview.
All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.
Vancouver Island University (VIU) is collectively committed to building and sustaining a diverse and inclusive working and learning environment for faculty, staff, and students. In our journey towards greater diversity, we invite applications from members of equity-seeking communities including women, racialized and Indigenous persons, persons with disabilities, persons of all gender identities and sexual orientations who bring value to the VIU community through their lived experiences. We encourage members of all equity-seeking groups to self-identify within their application cover letter. When a candidate voluntarily discloses this information in their cover letter, the information will be used only for the fulfillment of the career opportunity. Disclosure and/or self-identification with an equity-seeking group will not lead to advantageous treatment of a candidate who is not qualified.

#INDHP

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