Coordinator, Occupancy & Data Management (Part-time)

Western University - London, ON (30+ days ago)

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About Western

Since 1878, Western University has been committed to serving our communities through the pursuit of academic excellence and by providing students, faculty, and community members with life-long opportunities for intellectual, social, and cultural growth. We seek excellent students, faculty, and staff to join us in what has become known as the "Western Experience" - an opportunity to contribute to a better world through the development of new knowledge, new abilities, new connections, and new ways to make a difference.

About Us

Western’s Residences are a self-funded ancillary within the Division of Housing and Ancillary Services, with annual revenues in excess of $65 million and a staff of 60 full-time and more than 200 student employees. The nine Residences are occupied by students and fully operational throughout the academic year on a 24/7 basis. Western’s rental accommodations are comprised of 2 apartment buildings, 19 three-story walk up apartment buildings and 170 townhouses, with annual revenues of $10,821,200, with 900 leases.


The University's residences and apartments generate significant revenue and are a key component in Western's recruitment and retention initiatives. Reporting directly to the Associate Director, Housing Admissions and Occupancy the Coordinator, Occupancy & Data Management, is responsible for coordinating and implementing processes, which ensure the efficient placement of first-year, upper-year and transfer students. As well, they work to support the administrative processes for the Western Apartments’ Rental Offices. The incumbent implements admissions and occupancy strategies for all accommodations on campus, and the information systems that support these.

Key Accountabilities

  • Facilitates the placement of 5,300 students within the residence system.
  • Assists with Priority Consideration requests, Emotional Support Animal requests, ongoing coordination of placements with Residence Life, and ongoing coordination with Conduct Coordinator.
  • Coordinates changes made in all systems in order to have accurate data throughout the year.
  • Develops and runs testing to measure the efficacy of systems changes.
  • Communicates with students in residences and tenants in apartments, parents and other representatives seeking assistance, problem resolution, clarification of policies, special consideration and complaint resolution.
  • Manages the content of the webpage and related online portals to ensure timely and accurate content.
  • Works collaboratively with Office of the Registrar, international student partners, the Western English Language Centre, numerous Faculty Coordinators and information technology teams to ensure the Housing Admissions processes support their needs
  • Works closely with colleagues in Residence Life Management Team and Coordinator of Orientation Initiatives for the recruitment, offer process, contract acceptance and room placement of Residence Staff and leaders.
  • Supports the Marketing, Customer Service and Recruitment teams with Fall Preview Day, March Break Open House, and training Tour Guides.
  • Keeps multiple databases (StarRez, PeopleSoft) updated and runs reports for analysis.

Undergraduate Degree in Business Administration, Management & Organizational Studies, Statistics or Information and Media Studies

Preferred: Master's Degree in a related discipline such as Business Administration, Information and Media Studies

Minimum Required: Three years progressive administrative management experience.
Preferred: Five years progressive administrative management experience supporting a senior leader. Experience in an academic setting or public sector organization.

Knowledge, Skills & Abilities:
  • Ability to coordinate and integrate database systems
  • Advanced computer skills including database management, spreadsheet design, and word processing
  • Strong attention to detail and an ability to process information with a high level of accuracy
  • Demonstrated ability to identify, analyze, and interpret trends or patterns in complex data sets
  • Strong customer service skills to handle enquiries and resolve issues in a professional and timely manner
  • Excellent verbal and written communication skills including report writing and confidence dealing with all levels of an organization
  • Demonstrated project management skills with the ability to manage multiple projects from conception to completion within tightly prescribed timelines
  • Exceptional organizational skills, including managing competing priorities and an ability to adapt quickly to emerging priorities
  • Possesses a reputation of resourcefulness with a strong sense of accountability and initiative
  • Ability to work independently and effectively as a member of the team to achieve department goals
  • Ability to establish effective working relations and partnerships with clients, peers and external stakeholders
Why Western?

Western offers a broad and exciting variety of part-time and temporary employment opportunities with ample room for job exploration and growth. Within our beautiful campus, you are part of a progressive work environment that promotes work/life balance including access to our state-of-the-art recreation centre. Apply for an opportunity to be part of the Western community and contribute to its success!

Applying at Western

To ensure that your application is given full consideration, please complete all relevant sections of the application. In addition, you can choose to supplement your application with a cover letter and current resume.

Consideration of applicants will include an assessment of previous performance, experience, and qualifications. Applicants should have oral communication skills in English.

Western Values Diversity

The University invites applications from all qualified individuals. Western is committed to employment equity and diversity in the workplace and welcomes applications from women, members of racialized groups/visible minorities, Aboriginal persons, persons with disabilities, persons of any sexual orientation, and persons of any gender identity or gender expression.

Accommodations are available for applicants with disabilities throughout the recruitment process. If you require accommodations for interviews or other meetings, please contact Human Resources at or phone 519-661-2194.

Please Note:
This is a one-year temporary contract opportunity with an expected end date in February 2021.

We thank all applicants for their interest; however, only those chosen for an interview will be acknowledged.