Undergraduate Residence Admissions and Marketing Specialist

Department:	Housing and Residences	Effective Date:	September, 2011
Grade:	USG 6	Reports to:	Manager, Admissions and Marketing

General Accountability

The Undergraduate Residence Admissions and Marketing Specialist is accountable to the Manager, Admissions and Marketing and is responsible for the admissions and placement of residence applicants specific to first and upper-year undergraduate students. The incumbent is responsible to place applicants according to various criterion and work effectively with an overcommit list - over extending the number of residence vacancies available.

Nature and Scope

Also reporting to the Manager, Admissions and Marketing are the Co-ordinator, Web Communications, the Co-ordinator, Off-Campus Living and Neighbourhood Relations, the Co-ordinator, Marketing and Communications, the Graduate Residence Admissions and Marketing Specialist and the Customer Relations and Admissions Assistant. The Undergraduate Residence Admissions and Marketing Specialist is accountable to the Manager, Admissions and Marketing for the effective and efficient processing of all undergraduate housing applications.

The Undergraduate Residence Admissions and Marketing Specialist must be a strategic thinker and have the foresight to look towards current and future terms and trends in order to ensure maximum residence occupancy year-round. The incumbent must have an understanding of current and prospective students and work with other areas of the department as well as on-campus partners to consider the most strategic residence placement for student academic success. The diverse clientele necessitates a clear and thoughtful approach to placement of a student in residence.

The Undergraduate Residence Admissions and Marketing Specialist is accountable for the undergraduate residence application and must recognize the need for departure from established policies and procedures when necessary and have the ability to deal with this appropriately. The incumbent must have the foresight to recommend progressive improvements in policies, and student placement. The incumbent must manage issues of confidential and sensitive nature.

The Undergraduate Residence Admissions and Marketing Specialist has a direct impact on the mandate and successful implementation of Housing administration targets. As such, the incumbent must be able to establish strong professional working relationships with Housing staff and on-campus partners. Excellent interpersonal and communication skills are critical success factors which contribute to the continuing success of our student residences and overall operation of Housing Administration.

Statistical Data

The Department of Housing and Residences is an ancillary operation which must maintain its fiscal viability by remaining competitive and effectively marketing its services. The following data outlines the significance of student accommodation outside of uWaterloo’s direct sphere of influence:

20,000 – applications processed each year
450 – special placements

Specific Accountabilities

Process student applications with accuracy and attention to detail. Determine eligibility for consideration of student housing. Place students in appropriate residence rooms/facilities conducive to positive academic and social experiences.

Provide confidential guidance and placement of students who have registered with the Office for Persons with Disabilities (OPD). Liaise with the OPD Office to ensure students have registered and received support. Maintain constant communication with these students to ensure proper placement throughout their University career.

Communicate and co-ordinate with Residence Life Director and Housing staff to work through any placement issues, room changes and emergency housing situations.

Discuss, educate and assist disgruntled students and parents who do not feel their residence room assignment is appropriate.

Review, revise and implement several undergraduate residence applicants each year, with a direct focus on improving the student application experience and the efficiency of the process.

Define and obtain the information required to monitor and target customer markets and sectors to assist with direct marketing. Compile a range of statistics on first and upper-year student applications and ‘take rates’ of the application process to determine the required amount of applications for vacancies.

Produce application reports including actuals and occupancy percentages per term to assist the Marketing area.

Assist with the development of communications on important deadline dates and reminders for direct marketing and web messaging.