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.
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
Appointment Type
regular full-time
Workload
40 hours per week
Pay Level
CUPE 9: $32.84 per hour
Appointment Start Date
01-Sep-2026
Applicant Documents
CV/Resume, Concept Paper, Name and contact information of recent supervisors willing to provide a reference
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
