The department of Property Management at West Virginia University is seeking applications for a Program Assistant. This position reports to the to the Property Manager of University Park ("UPark Manager") and will work at the will and pleasure of the UPark Manager and the Executive Director of Real Estate Operations. The primary responsibility of this position is to ensure the smooth daily operations of designated University Apartments with a dedicated focus on the University Park community.
In order to be successful in this position, the ideal candidate will:
With the Property Manager, manage daily activities of all aspects the property management of University Park, along with the Community Assistant, in general and specific building services functions. Shall arrange work shifts and schedule any special assignment as required to ensure all University Park requirements are met. Monitors budget of student employees, temp employees and PT/OT staff salaries in order to assist the Property Manager in budget planning and management.
Assist Property Manager with interviews of applicants, making decisions on employment, counseling, and discipline. Job duties are not to be considered to exclude any work, which may cross tasks or other, assigned duties. Has direct supervision of Community Assistant. Maintaining effective communication with the renters, employees, consumers as well as the public in general.
Shall keep employee time records to compute payroll using Applaud time system. Enters punch corrections: sick, vacation, compensation time, personal days, etc. Into the workforce payroll system. Responsible for monitoring this system to ensure that employees and students are paid correctly, and sick and vacation balances remain accurate.
Responsible for the stable and safe operation of University Park
Submits work order requests through the Facilities Service Desk database.
Dispatch maintenance/housekeeping personnel when conditions warrant in order to maintain safety of the tenants/facility.
Maintain housing database(s) with tenant information e.g. name, room type, billing type, etc. Processes any waivers or exemptions against rent. Monitors aging report for delinquent accounts. Post damage and miscellaneous charges to students account.
Assess charges to residents for unnecessary cleanup, damages, and repairs. Routinely monitors work order requests.
Inspect apartments prior to residents moving in and at resident move out when contract ends. Periodically inspect occupied apartments for safety and security measures. Enforce contract, apartments, and University rules and regulations. Maintain contact with West Virginia University Police, and report issues, as appropriate.
Type correspondence or sends email to include : letters and newsletters advertising tenants of violations, renewals, maintenance issues, etc. Initiates correspondence to remind or notify tenants. Sorts and distributes mail and packages as needed. Receives shipments of supplies as per WVU procedures and verifies accuracy. Oversee and manage mail sorting for University Park tenants.
Shall be responsible for the dispersion, inventory, management and security of staff keys or electric locks.
Use T-2 parking system to issue parking tickets at location.
Implement on and off campus marketing strategies for the purpose of advertising properties in maintaining goal of 100% occupancy . Maintains effective communication with the residents, employees, consumers, as well as the public in general. Serves as official University representative in contract/tenant negotiations and contract signing for apartment occupancy:
Receive applicants/residents cordially by greeting them and providing them with information on vacant properties available for rent
Ask questions and hold discussions with the applicants to assess their needs regarding properties.
Make sure all related forms and leases were properly completed by the applicants, and assists them in completing process correctly
Resolve resident queries and doubts over the phone and in personal meetings.
Maintain accurate records of new and existing residents for future business purposes.
Obtain client signatures on leasing agreements.
Explain leasing policies to prospective applicants.
Schedule lease signing appointments
Maintain all applications and agreements including, without limitation, appointment records, leases, move-in sheets, etc.
Maintain current information on all aspects of a property including size, special features, expiration of current leasing agreements and pricing. Provides information about a particular property and the community for a prospective client.
Help apartment complexes achieve and maintain high occupancy rates.
Match prospective applicants needs with properties that are available for leasing.
Accompany marketing team to promotions for lease signing opportunities.
Pay Grade : 12, WVU provides competitive wages for its employees, and takes related experience and education into consideration when determining appropriate salary.
Associates degree in business related, hospitality or customer service field.
One (1) year of experience in leasing or in a leasing role and/or management role or real estate experience in higher education institutions, commercial real estate management, real estate consultation or property management of multi-use, multi-family buildings.
Strong analytical skills and the ability to provide analysis and support to assist in data-driven decision making.
Excellent customer service skills.
Exceptional initiative, attention to detail, organizational, and prioritization skills.
Strong sales skills.
Excellent interpersonal, motivational, listening and teaching skills.
Strong organizational, leadership, analytical, interpersonal and excellent written and verbal communication skills are required.
Skillset for private and higher education apartment and mixed-use developments.
Ability to understand diverse perspectives on complex issues and the ability to support data-driven decision making through data analyses skill set.
Ability to handle confidential and sensitive matters.
Knowledge of local leasing market.
Works independently yet is team focused characterized by shared accountability.
Advanced skills using Microsoft Word, Excel, StarRez, and PowerPoint.
Valid driver's license.
Physical demans include daily office duties.
At West Virginia University, we leverage our talents and resources to create a better future for our state and the world. As West Virginia's land-grant university, WVU has three campuses that touch each corner of the state. The WVU System includes 518 buildings on 15,880 acres, Extension Service offices in all 55 counties, ten experimental farms and four forests.
From the groundbreaking R1 research of our flagship campus in Morgantown to the career-oriented programs of WVU Potomac State in Keyser to the technology-intensive programs at WVU Tech in Beckley -- the contributions of WVU employees directly impact the 1.8 million people of West Virginia every day, no matter their role or position.
Service, curiosity, respect, accountability, and appreciation are the core values that unite Mountaineers, inspiring one another to work tirelessly and support others as they seek to reach new heights. After all, when you're a Mountaineer, impossible is just another mountain to climb.
West Virginia University is proud to be an Equal Opportunity employer and is the recipient of an NSF ADVANCE award for gender equity. The University values diversity among its faculty, staff, and students, and invites applications from all qualified applicants regardless of race, ethnicity, color, religion, gender identity, sexual orientation, age, nationality, genetics, disability, or Veteran status.
Job Posting: Mar 31, 2021
Posting Classification: Classified
Exemption Status: Non-Exempt
Benefits Eligible: Yes
Internal Number: 224984
About West Virginia University
West Virginia University, founded in 1867, has a long and rich history as a public, land-grant institution. WVU encourages scholarship and offers high-quality academic programs while serving the state of West Virginia and the nation. WVU statewide includes campuses in Beckley, Charleston, Keyser, Martinsburg and Morgantown – which has been ranked as a #1 Small City in America. WVU is an R1 Doctoral Research University (Highest Research Activity), one of only 115 nationwide. WVU offers 212 degrees throughout the 14 colleges and schools. Areas of specialty include STEM education, healthcare in Appalachia, shale gas utilization, radio astronomy and forensics. WVU researchers have helped confirm the existence of gravitational waves and uncovered diesel vehicle emissions discrepancies. Statewide, there are over 31,000 graduate and undergraduate students along with 190,000 alumni worldwide. WVU is reinventing West Virginia’s future by strengthening education, healthcare and broad-based prosperity.