Residential Student Coordinator - Financial Management

Residential Student Coordinator – Financial Management, Academic Year 2024-2025

This application will open on November 20th. Click here for the application.

Applications are due January 18th at 5 PM.

Job Description 2024-2025 Academic Year

The mission of Residential Life is to facilitate student transitions into the intellectual and social communities of the University of California, Berkeley and to promote personal wellbeing and respect for the community needs of all residents. Residential Life’s vision reflects a commitment to the intentional creation of effective and innovative programs aimed to empower students with the skills to become engaged campus and global citizens, and active agents of social change. The Senior Resident Directors (SRD), Resident Directors (RD), and the Live-In Student Staff will accomplish this mission through a combination of community building activities, student empowerment programs, and personal conversations. This is accomplished by the work of the 500+ student employees who work in the residence halls.

The Financial Management Residential Student Coordinator plays an integral part in the development and coordination of the financial management processes for Residential Life, Residence Hall Assembly and National Residence Hall Honorary areas. The Financial Management Residential Student Coordinator will co-develop and carry out a comprehensive financial management plan as well as coordinate the training and onboarding for new staff members. The Financial Management Residential Student Coordinator will also ensure a professional and positive experience for participating professional staff and other students engaging in the process. The Financial Management Residential Student Coordinator assists in the development and coordination of Hall Staff training for the live-in staff. In collaboration with the Assistant Director for Residential Leadership and Engagement, the Financial Management Residential Student Coordinator is essential in the creation of a comprehensive budget along with training, and individual follow-up that supports the department’s mission.

The Financial Management Residential Student Coordinator role encompasses developing financial strategies, project management, large-event assistance, and positively representing the department. Collaboration with peers and other professionals in the department is essential in the success of this Coordinator, therefore, flexibility, creativity, professionalism, time management, and an ability to work independently is required. The responsibilities listed will be carried out under the supervision of the Assistant Director of Residential Life.

Ethics Statement

As a representative of the University of California, Berkeley and a member of the Residential Life staﬀ, the Residential Student Coordinator is expected to respect the personal integrity of all community members and assure they be treated in a manner that is fundamentally fair. Staﬀ should refrain from engaging in any behaviors, attitudes, relationships, or actions that:

Would be considered harassment on the basis of gender, race, sex, sexual orientation, religion, nationality, citizenship, age, and/or ability.
Would impinge on a resident’s or another staﬀ member’s dignity, moral code, privacy, self‐worth, and academic, physical, psychological, and/or emotional well‐being.
Would seek unjustiﬁed personal gains, unfair advantage, unearned goods or services.

Essential Duties

Leadership and Communication (30%)

Lead the Financial Management Team in development and implementation of multiple academic year and summer purchases for academic year and summer processes. This includes helping to establish the creation of the training and reconciliation process.
Perform outreach to various student and professional staff; do additional presentations at meetings and communicate with contacts and campus partners about changes to University/Department policy, when needed.
Maintain correspondence with staff relating to all matters surrounding financial management and reconciliation processes. Maintain and regularly check departmental/personal email account (at least once every 24 hours).
Design or assist in designing budgetary resources; regularly update webform information.
Coordinate mass correspondence to Residential Life staff.
Create and maintain accurate employee (key spender) rosters.
Provide informal feedback to the Financial Management Team on tasks and processes.
Conduct and organize weekly team meetings as needed.
Meet as requested with the professional staff to report progress on spending and/or reconciliation tasks and upcoming deadlines. Be in direct communication with the supervisor about progress of work.
Other duties as assigned.

Financial Process Management and Project Coordination (25%)

Develop and deliver informative and engaging development sessions for varying audiences in collaboration with supervisor
Coordinate all room reservations and catering needs for training sessions.
Develop materials and updates to inform the professional staff in the department about current financial management processes.
Assist in development and follow through of the professional-specific budgets and updates.
Responsible for the collection and filing of all Purchasing Forms, receipts, Other Forms, and other necessary materials in collaboration with peers and supervisor.
Track and regularly update Resident Director and Hall Association budgets.
Provide onboarding instructions and support for new hires, including, but not limited, to coordinating Event Planner Card information, scheduling mass training sessions, and collecting payment methodologies when staff separate from the university.
Regularly update online application forms and databases, be able to provide timely information to stakeholders.

Training Process Management and Project Coordination (25%)

Assist in the development of individual training session goals and objectives for each component of the training program; recruiting facilitators, developing agenda, activities, and assessments.
Assist in identifying and selecting campus and community training consultants and provide them with the necessary information and materials related to their training session.
Respond to correspondence from hall staff and other staff regarding Training in a timely manner.
Provide resources and instructions for the professional staff concerning training sessions
Assist in the design and development of the Staff Training Website and online training modules.
Meet weekly with the staff responsible for summer training preparation and be prepared to communicate progress on training tasks and upcoming deadlines.

Administration and Event Management (10%)

Develop and implement an overall design for materials involved with department financial management in collaboration with the Assistant Director and Financial Management Team.
Design the training and participant materials. Prepare final copy for distribution to the staff during training.
Schedule all room reservations and corresponding audio-visual equipment required for all training sessions.
Coordinate all meals needed during training sessions with the assistance of Dining and or Conference Services and outside vendors.
Assist with set-up, logistics, and facilitation of training sessions for hall staff training.
Identify outside vendors needed and follow appropriate procedures for event approval, insurance, payment, and reimbursement.
Assist with the creation and duplication of training materials required for individual training sessions
Research, identify and order hall staff supplies necessary for training curriculum and follow up on any purchasing procedures required.

Other Duties (10%)

Other duties as assigned by the supervisor.

Qualifications

Required:

Undergraduate or graduate student in good standing with the university and possessing a minimum 2.300 cumulative GPA and good standing with the University at the time of application and throughout the period of employment. Please note that GPA does not round up, any GPA below a 2.300 (2.299 or below) will make you ineligible for this position. Financial Management Coordinators are not required to be enrolled in academic courses during employment for the summer.
Full-time academic status (12-13 units per semester) during time of application and throughout the period of employment. Exceptions must have the prior approval of the Director of Residential Life.

Preferred:

Previous experience in administration, event planning, leadership, or project coordination.
Intermediate to advanced Excel knowledge and comfortable with intermediate-level Excel formulas and formatting automations.

Terms of Employment

Abide by all Housing and Residential Policies as outlined by the Residential and Campus Code of Conduct. Failure to abide by these policies may result in personnel action up to and including dismissal.

Maintain the required 2.300 minimum G.P.A. throughout the term of employment. Financial Management Coordinators must submit a copy of an official grade report to Residential Life. Spring 2023 grade report must be submitted by July 1, 2023 while the Fall 2023 grade report must be submitted within the first week of classes of the Spring 2024 semester in order to ensure compliance with the academic requirements of the position.
Maintain full-time academic status (12-13 units per semester) throughout the term of employment. Exceptions must have prior approval of the Resident Director and Assistant Director.
The period of employment for this live-in position commences with the start of student staff training as early as Monday, August 5, 2024 (negotiable) and concludes Sunday, May 11, 2025 with the closing of the residence halls.
Financial Management Coordinators are expected to work during some evenings, weekends and holidays. A commitment of approximately 19 hours/week is expected (some weeks may be more, whereas others may be less, depending on time of year, events, issues in the hall, etc.), which includes but is not limited to, engaging with residents, required meetings, duty coverage, program implementation and attendance, being visible and available to residents, and addressing the specific needs of the community.
Financial Management Coordinators are restricted to no more than fifteen hours of outside commitments (i.e. running for ASUC, club participation, additional employment, both on and off campus). Exceptions must be discussed and approved in advance by the Resident Director or Assistant Director.
Continued employment is contingent upon a satisfactory job performance evaluation by the supervisor. Satisfactory job performance evaluation is defined as meeting expectations as defined by the job evaluation in all areas of the job description.
Financial Management Coordinator positions are for the academic year. Candidates who wish to continue during the subsequent summer or academic year must apply through the designated process.

Compensation

The Financial Management Coordinator will receive room and board during the period of employment as compensation.
Living arrangements may range from a single room to a shared apartment space, depending on the departmental need.
The Financial Management Coordinator will receive a Meal Plan. Unused points after the vacancy of the position will not be transferred to the student.

Expectations

Maintain positive working relationships with others in Residential Life.
Maintain strict confidentiality and objectivity in all matters related to all candidates, current professional and career staff, and office information.
Follow established administrative processes such as reimbursement, purchase orders, and contract approvals.

Background Check Requirement

This position is subject to a criminal background check. This position meets the following background check criteria:

Access to detailed personally identifiable information about students, faculty, staff, or alumni which might enable identity theft.