Job Details

Operations Coordinator

Position Number: 6744428
Location: Seaside, CA
Position Type: Residence Life and Housing

Operations Coordinator

University Corporation at Monterey Bay

Salary: $27.00 - $32.00 Hourly

Job Number: 2025-00039

Location: CSUMB Main Campus- Seaside, CA

Department: Student Housing Residential Life (SHRL)

Description

Operations Coordinator (Administrative Support III)

Student Housing and Residential Life

Priority Screening Deadline: December 18th, 2025, all positions are open until filled.
Please be advised that we are expecting a longer turnaround time than usual due to the holiday season. We expect to begin interviewing for this position the week of January 19th, 2026.

The University Corporation at Monterey Bay ("Corporation"): The Corporation is constantly looking for motivated employees with great organization and teamwork skills to join our team. The Corporation is a non-profit institution that is related and affiliated with the California State University, Monterey Bay. The University Corporation at Monterey Bay is a nonprofit 501(c)(3) public benefits corporation that is a recognized auxiliary organization of California State University and was established in July 1994. The University Corporation's mission is to further the educational purposes of the University.

The University: California State University, Monterey Bay is a mid-sized university in California's Central Coast that grants undergraduate and graduate degrees. Powered by an inspiring Founding Vision Statement, CSUMB is part of the nation's largest four-year public university system, California State University, which educates nearly 460,000 students every year. With a vibrant, diverse student body of over 7,000 students, CSU Monterey Bay is both a Minority Serving Institution and a Hispanic Serving Institution. Our staff and faculty transform students' lives with a focus on student success and engagement through experiential learning, service learning, and a strong emphasis on multicultural and global perspectives. CSUMB's sustainability goal is to be carbon neutral by 2030.

The Community: Monterey, with its moderate Mediterranean climate, is a diverse community on the picturesque central coast of California and rich in agriculture. Miles of beautiful beaches, spectacular mountain ranges, groves of redwoods, low-rolling foothills, and scenic valleys are characteristics that contribute to the quality of life enjoyed by over 432,000 residents and millions of visitors. Boasting such world-renowned attractions as the spectacular Big Sur Coast, Laguna Seca Raceway, 17-Mile Drive, Monterey Bay Aquarium, Cannery Row, the Steinbeck Center, the Monterey Jazz and Blues Festivals and Pebble Beach - possibly the world's most famous golf course, it's easy to see why so many choose to live here and an estimated four million visitors a year make the County of Monterey their destination of choice.

POSITION SUMMARY

Under the supervision of the Assistant Director of Operations, the Operations Coordinator is primarily responsible for facilitating room assignments, project initiatives and certain support initiatives. Much of their work is aimed at assisting students and their families with securing housing and housing alternatives based on their needs, available residential spaces, and university priorities. The Operations Coordinator provides information on availability of various types of housing and communicates with prospective applicants on individual housing needs and issues. The Operations Coordinator also services current residential students and provides or requests needed service for them. The Operations Coordinator will receive work assignments from the leadership team in support of the mission of Student Housing and Residential Life. There are three openings within the Operations Coordinator position:

The Operations Coordinator for Transfer Housing and Front Desk Operations (OCTHFD) is responsible for facilitating support initiatives for Transfer students at CSUMB and Front Desk Operations, but may also support other on-campus housing communities as needed.
The Operations Coordinator for Continuing Student Housing, Early Arrivals, and Move-In (OCCSHEA) is responsible for facilitating support initiatives for Continuing students at CSUMB and early arrivals, but may also support other on-campus housing communities as needed.

The Operations Coordinator for Partnered Student Programs and Summer Campus and Conferences (OCPSPS) is responsible for facilitating support initiatives for partnered program students at CSUMB (athletes, SDAC, IP, Themed-Housing, Family Housing), and summer housing, camps and conferences, but may also support other on-campus housing communities as needed.

Examples of Duties

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:

Student Housing Applications and Room Assignments:

Issues, receives, and reviews housing applications.
Enters data into the housing information system database.
Assists with maintaining database files to accommodate necessary informational items.
Cross-references and verifies student data on CMS, the student information system utilized on campus, and the housing information system database.
Coordinates room and housing assignments for CSUMB students.
Advises students on housing assignment problems and works with Residential Life staff on special cases.
Helps to coordinate the semester room change process and the annual continuing student reservation process, waiting list and billing processes.
Coordinates with other campus offices, as needed, to perform functions of role, such as Campus Service Center, International Students, Dining Services, Admissions, Records & Registration, Facilities Management Department regarding any cleaning charges, Business and Finance for billing room and board fees.
Maintains documentation of all communication between the assignment office and each student, both electronic and hard copy.
Serves as point of contact for student housing administrative policies and procedures to current and prospective Transfer students, customers and the campus community.
Coordinates suite/room configuration planning.
Maintains configuration roster and floor plans.
Responsible for student accounts with housing and meal charges. Applies charges, assists with account issues, and makes appropriate adjustments. Provides monthly, semester and annual financial reports.
Coordinates eligibility checks each semester.
Handles student billing charges for incidents of damage and vandalism within area facilities.
Works with the Operations team to create, implement, and manage the housing selection process for student housings.
(OCTHFD) Supervises the Front Desk Supervisor and oversees desk operations.
(OCCSHEA) In conjunction with the Community Director for Main Campus Operations, works with campus departments to coordinate the process, assignments, and billing for early arrivals to the fall and spring semester.
(OCPSPS) Reviews petitions, requests facility modification needs, and makes assignments to support approved housing accommodations for students with disabilities. Coordinates housing support services in collaboration with the Student Disability and Accessibility Center.
(OCPSPS) Oversees the summer campus and conferences program, including supervising summer conference assistants.
(OCPSPS) Oversees summer housing and assignments.

Communication:

Works closely with the Marketing and Outreach Coordinator on educational videos and other publications for Room Selection Process, Room Change, and other topics beneficial to the student population.
Creates, implements, and presents on Reservation Days room selection process to students, via printed and electronic means to educate student population on the process and benefits to living on campus.
Works closely with the Community Director of Main Campus Operations and Marketing and Outreach Coordinator to ensure a seamless housing assignment and move in process through student notification and communication.
Communicates assignment information, room change, student departure and student arrival information to appropriate staff.
Maintains a strong positive relationship with all department staff and campus partners in order to provide the best service to students possible.
Responds to email inquiries from students, parents, faculty, staff, campus administration and community members.

Reporting:

Responsible for collecting information, coordinating data and creating reports for CMS, the campus student information system and the housing information systems database.
Manages on-line application and assignments process through the housing information systems database by setting up system lotteries, reviewing application questions and soliciting department feedback on these processes.
Works with programmers to identify and analyze necessary system enhancements, test features and formatting changes.
Serves as a member of the housing information systems database administration group.
Provides assistance to develop and create monthly and end of the year housing revenue reports.
Completes billing process for lost/damaged keys.

Administrative:

Provides general clerical support for Student Housing & Residential Life including correspondence, memos, and reports.
Provides operational, data, and customer service support.
Receives information from departing occupants, verify departure date to ensure database accuracy, verify forwarding address, and ensure proper account adjustment.
Assists in gathering and preparing necessary information and paperwork for refunds.
Generates resident statistical information as requested by Student Housing and Residential Life and other CSUMB offices.
Assists with department and campus outreach and recruitment efforts as needed.
Attends assigned meetings.
Prepares agendas, invitations, and meeting notes.

OTHER FUNCTIONS

Performs other duties as assigned.
Must be able to work independently in a fast paced and changing workplace environment.
May be asked to assist operations in East Campus, Promontory and Main Campus Student Housing & Residential Life offices.

PHYSICAL WORK ENVIRONMENT

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to verbally communicate to exchange information.

WORK LOCATION

On-Site Position
Work Location: 100 Campus Center, Seaside, CA, Building 12

Qualifications

KNOWLEDGE, SKILLS, AND ABILITIES

Thorough knowledge of English grammar, spelling and punctuation; thorough knowledge of office methods, procedures and practices.
Ability to learn, independently interpret and apply a wide variety of complex policies and procedures; ability to coordinate many different clerical tasks determine the relative importance of each, set deadlines, and complete projects accordingly.
Demonstrated competence in effectively explaining a wide variety of complex procedural and policy applications to students and their parents, the public and other campus employees; ability to establish and maintain cooperative working relationships with students, faculty and others.
Ability to provide quality customer service to students, faculty, staff and the general public.
Ability to perform difficult clerical work involving independent judgment, accuracy and speed.
Ability to perform standard arithmetic computations to include tracking and data comparison.
Ability to type and enter data into the computer with a high degree of accuracy. Ability to screen mail, telephone calls, email, and visitors using tact and diplomacy.
Ability to work effectively and interdependently in a diverse university environment.
Work often involves front line contacts with a variety of campus and community individuals requiring active problem solving and effective interpersonal skills.
Ability to be flexible, and adapt to a rapidly changing work environment with frequent interruptions.
Ability to perform multiple tasks simultaneously and efficiently.
Fluency in using various standard office software packages such as Microsoft Word, Excel, and Access.
Demonstrated technical literacy with electronic mail, mail merges, data entry, electronic scheduling, and internet communication software.
Ability to work in an occasional high-pressured environment.
Ability to operate a wide variety of office equipment and troubleshoot problems.
Demonstrated ability to address the essential functions associated with this position including the knowledge and abilities identified above.
Ability to complete and pass training in Defensive Driving.
Must continue to meet the established driving standards as a condition of employment.

MINIMUM QUALIFICATIONS

Education and Experience:

Four years of progressively increasing general clerical responsibilities which have involved supporting, monitoring, and coordinating clerical work through a system of internal procedures to ensure the efficient operation of an organization.
Education, beyond high school diploma or equivalency, year for year, may be substituted for up to 2 years of the required experience. A college degree is preferred but not required

DESIRABLE QUALIFICATIONS

Knowledge of housing application/payment processes and related software, especially within higher education, preferred.
Knowledge of PeopleSoft.
Demonstrated understanding of and commitment to the CSUMB Vision Statement and the core values of mutual respect, collaboration and service orientation, multiculturalism and diversity, community service and institutional excellence.

Special Conditions of Employment

SPECIAL CONDITIONS OF EMPLOYMENT

The person holding this position is considered a "mandated reporter" under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.

A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the University Corporation. The University Corporation at Monterey Bay will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. After making a conditional offer and running a background check, if the University Corporation at Monterey Bay is concerned about the conviction that is directly related to the job, you will be given the fair chance to explain the circumstances surrounding the conviction, provide mitigating evidence, or challenge the accuracy of the background report. Find out more about the Fair Chance Act by visiting the Civil Rights Department Fair Chance Act webpage.

This position will have a duty to report to the Campus Title IX Officer information pertaining to victims of sex discrimination, sexual harassment, sexual misconduct, dating/domestic violence, and stalking as required by CSU Executive Order 1095.

All university programs and activities are open and available to all regardless of race, sex, color, ethnicity, or national origin. Consistent with California law and federal civil rights laws, The University Corporation at Monterey Bay provides equal opportunity in education and employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin.

Our commitment to equal opportunity means ensuring that every student and employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. The University Corporation at Monterey Bay complies with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California's Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU's Nondiscrimination Policy.

We prohibit discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of discrimination, harassment, and retaliation in all university programs, policies, and practices.

Please note: University Corporation employment is separate and distinct from CSU Monterey Bay or State of California employment. University Corporation employees are not employees of either CSUMB or of the state of California.

All employees must be eligible for employment in the U.S. The University Corporation is not a sponsoring agency for any positions.

University Corporation at Monterey Bay positions are "at-will" employment.

CSUMB is a smoke and tobacco-free campus.

The campus leadership has committed the resources needed to achieve an engaged, safe, and in-person experience. The health and safety of our community remain our highest priority, and we are confident that existing public health measures provide for a safe environment capable of delivering a complete college experience on the CSUMB campus. Being an Otter means caring for each other and doing your part to protect your community.

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), the Cal State University, Monterey Bay Annual Security and Fire Safety Report is available at https://csumb.edu/clery.

Sensitive Positions - This position has been designated as a sensitive position with:

authority to commit financial resources of the university through contracts greater than $10,000 access to, or control over, cash, checks, credit cards, and/or credit card account information responsibility or access/possession of building master or sub-master keys for building access; access to controlled or hazardous substances
access to and responsibility for detailed personally identifiable Level 1 confidential information about students, faculty, staff or alumni that is protected, personal or sensitive as defined in the CSU Information Security Data Classification Standards
control over campus business processes, either through functional roles or system security access

FERPA:

This position is required to comply with confidentiality requirements outlined in the Department of Education's Family Educational Rights and Privacy and California's Educational Code Chapter 13 regarding sensitive student issues.

Clery Act:

This position is designated as a Campus Security Authority (CSA). The position is required to participate in training at the direction of the Clery Director and must also promptly report allegations of reportable crimes according to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, its accompanying regulations; the California State Education Code, Chapter 15.5, of the Donahoe Higher Education Act, Section 67380; and the California State University system-wide policy, Code EO 1107. CSAs are employees whose job duties fall into one of the following categories:

Work in a campus police or security department
Are responsible for campus security
Are designated as the contact for reporting criminal offenses
Have significant responsibility for student and campus activities

Special License or Certifications and Conditions:

May require occasional evenings and/or weekend work.

Questions can be sent to: hr_corporation@csumb.edu.

SALARY AND BENEFITS

The University Corporation is committed to providing our employees with a comprehensive program that rewards efforts that are appreciated by your colleagues, students, and the customers we serve. Salary placement is determined by the education, experience, and qualifications the candidate brings to the position, internal equity, and the hiring department's fiscal resources. Our salary schedule is available here.

The hourly hiring range for this position is $27 - $32. Classification: Grade 5, Staff. This is a non-exempt position and as such is eligible for the overtime provisions of the Fair Labor Standards Act. The Corporation offers a rich benefits package that constitutes a major portion of total compensation. Benefits include medical, dental, vision, and life insurance benefits, contributory retirement plan, TSA (403b), and other benefits. Please review our benefits guide (Download PDF reader) for details about sick time, vacation, and holidays.

The Corporation also offers access to CSUMB's Faculty & Staff Meal Plans, which offers convenience, value, flexibility, to our all-you-can-to-eat dining commons, showcasing eight brand new dining concepts for an affordable price.

The University Corporation at Monterey Bay also provides access to affordable campus housing: https://csumb.edu/corporation/employee-housing

Although CSUMB is located in a high-cost housing area, Schoonover Park rental homes are affordably priced. Monthly rent rates include cable television, garbage service, and sewer. Convenient floorplans, attractive interior appointments, and numerous community amenities make Schoonover Park Rental Homes an exceptional value. Schoonover Park is near the main campus, yet a tranquil world away. The community lies nestled in the secluded beauty of rolling coastal hills three miles east of campus. Living in one of the most desirable areas of California, you will enjoy the natural splendor and cultural abundance of the Monterey Peninsula. Quality of life begins with your home in Schoonover Park and extends through every aspect of your California coastal lifestyle. https://www.schoonoverparkapartments.com

How to apply:

All prospective applicants must apply online. You must complete the entire application for submission. We only accept applications for the open positions listed. Please do not fax or mail in a printed version of the electronic applications or a resume in lieu of an application. If you are having difficulty applying or need assistance, please call (831) 582-3389. All positions are open until filled. The completed online application and resume must be submitted by 5:00 pm PST on the priority screening date. Applications received after this date will be reviewed at the discretion of the Corporation.

To apply, please visit https://www.schooljobs.com/careers/csumb/jobs/5149742/operations-coordinator

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