Housing Assignments Specialist

California, United States
05 Jan 2021
End of advertisement period
05 Mar 2021
Contract Type
Full Time

Note: Not all unique aspects of the job are covered by this job description

This role is designated as essential and requires incumbents to report to the worksite. Telecommute is not an option for this role.


Founded in 1891, Stanford University is among the top academic institutions in the country, excelling in a wide range of fields from the humanities to information technology to the health sciences and medicine. The university is located near Palo Alto, 35 miles south of San Francisco, on an 8,800-acre campus.

Residential & Dining Enterprises (R&DE), the largest auxiliary organization at Stanford University, supports the academic mission of the University by providing the highest quality services to students and other members of the university community. The Department has an annual operating budget of over $270 million, oversees a 5 million sq. ft. physical plant across the campus, and provides housing for over 13,000 students and dependents, serves over 18,000 daily meals at 30 dining and retail locations and over 300,000 meals at Athletic Concessions events, and hosts 20,000 conference guests annually. Additionally, R&DE comprises 735 FTE staff in the following divisions: the Office of the Senior Associate Vice Provost, Student Housing, Stanford Dining, Stanford Hospitality & Auxiliaries, Stanford Conferences, and a team of R&DE strategic business partners: Finance & Administration, Human Resources,   Information Technology and Communications.

“Students (Customers) First” is the mantra of R&DE and our strategic goals reflect our commitment to delivering quality and excellence to our constituents every day.  In R&DE,“Excellence is defined by aligning our strategic goals and performance with our vision.”

Stanford and R&DE are committed to creating and sustaining a diverse environment. R&DE’s dedication to promoting diversity, multiculturalism, and inclusion is reflected in our work of providing service excellence to our students.  Diversity is more than a commitment—it is foundational to what we do. We are fully focused on equality and believe deeply in diversity of race, gender, sexual orientation, religion, ethnicity, national origin and all the other characteristics that make us different. 


The main function of the Graduate Housing Assignment Specialist is to assign Stanford graduate students to apartments in Graduate Housing. This position makes the initial round of apartment assignments each quarter. This position is responsible for sensitive medical requests, student staff assignments, and requests for specific roommate and apartment assignments. This position develops and administers the apartment assignment process in StarRez and is an expert in that database software processes. The position answers student inquiries related to the application and assignment process and explains housing policies in person, through email, and over the phone. This position is responsible for processing requests for changes to student housing contracts and assists in entering data, processing applications, and preparing statistical information.

Administer, implement, and interpret university and department policies and procedures on issues regarding housing apartment assignments and the Non-Student Summer Housing program. Identify, clarify, and resolve highly visible or complex issues with substantial significance and impact that may span multiple areas, using advanced technical and professional knowledge requiring independent judgment.


  • Manage and administer the housing configuration in StarRez. Determine the most effective use of apartments to maximize occupancy and revenue as demand changes each quarter. Track and maintain off-line apartments, and communicate those updates to IT and Housing Front Desks to keep StarRez up to date. Responsible for auditing to ensure changes are reflected in the system each quarter.
  • Develop, revise and implement procedures for automating the quarterly graduate apartment assignments, after students are assigned to a type of housing. Work with additional Specialist in making the initial apartment assignments for Graduate Housing.
  • Manage the initial medical assignments with the Office of Accessible Education, Senior Front Desk Supervisors and the Housing Front Desks. Maximize use of apartments that are already modified. Develop automated reporting to flag modified apartments when they become available and hold them for future medical requests. Work closely with Student Housing Operations to identify locations that would require the least amount of new modifications.
  • Track and label special case assignments so they are not moved. Audit the medical and other special assignments before students move in to ensure all accommodations have been met.
  • Make initial group and gender neutral assignments. Manage the genders of spaces and work with the Graduate Housing Assignment Manager to reassign students to assign groups of friends in the same apartments.
  • Assist the Graduate Housing Assignment Manager with various assignment rounds throughout the year including reviewing accuracy of applications, contacting students for additional information, running reports, developing spreadsheets, and entering data as required.
  • Manage renewal extensions, room assignments and check-ins for students continuing in housing via bulk processing scripts in StarRez.
  • Preschedule initial mid-summer moves and update bulk early arrival changes based on student requests on the application.
  • Collect and review special assignment requests for the initial apartment assignments.
  • Serves as a subject matter expert in StarRez and SAM systems. Develop, revise and implement procedures to automate manual steps as functionality evolves. Provides training and documentation to help on-board new staff.
  • Manage the non-student summer housing program. Serve as the primary contact to coordinate with Stanford Conferences, Housing Assignment managers, and Student Housing Operations to reserve spaces, process applications and confirm assignments for Stanford affiliated non student summer visitors. Analyze and interpret policies for the program.
  • Communicate with various University departments throughout the year about assignment results, special case assignments, and pending student issues. 
  • Prepare statistical information for various assignment rounds and the Non Student Summer Housing program.
  • Provide general office back-up to Housing Assignments staff in their absence and as needed during peak operational periods.
  • Collaborate with others to help resolve program issues and concerns, interpret policies, and mediate complex and sensitive issues.
  • Reconcile complex issues; analyze diverse transactions from multiple sources.
  • Summarize data from multiple sources, prepare management reports and presentations.
  • Develop and implement plans for outreach efforts, develop and maintain external community and university liaison represent department and university at meetings and events.
  • Lead, create and contribute to development of business practices and organizational change to improve processes and workflow.
  • Serve as needed on university wide teams and projects.
  • May train and supervise volunteers and temporary workers.

* - Other duties may also be assigned


Education & Experience:

Bachelor’s degree and three years of relevant experience, or combination of education and relevant experience.

Knowledge, Skills and Abilities:

  • Strong communication skills to clearly and effectively communicate information to internal and external audiences, client groups, and management.
  • Demonstrated ability to prioritize own work and multi-task.
  • Demonstrated excellent organizational skills.
  • Demonstrated ability to take initiative and ownership of projects.
  • Advanced analysis and problem solving skills.
  • Advanced computer skills, including experience with Microsoft Office Suite.
  • Advanced customer service skills.
  • Ability to routinely and independently exercise sound judgment in making decisions.
  • Relevant computer systems/technology experience. Understanding of financial transactions.
  • Ability to ensure and apply compliance with legal, financial, and university policies and external regulations.

Certifications and Licenses:

Requires valid California State Driver’s License


  • Frequently sit, perform desk-based computer tasks.
  • Occasionally stand, walk, twist, use fine manipulation, grasp, use a telephone, write by hand, sort and file paperwork, lift, carry, push, and pull objects that weigh up to 10 pounds.


  • This position is required to work onsite. 
  • Telecommute is only available as an exception in emergency situations (i.e. pandemic or other emergency situations)


  • Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
  • Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
  • Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University’s Administrative Guide, http://adminguide.stanford.edu.

The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.

"Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of the job."

Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.

Background Check: 

Final offers of employment are contingent upon successful completion of national criminal background check, national sex offender registry search and, where applicable, a credit check and/or driving record

Additional Information

  • Schedule: Full-time
  • Job Code: 4121
  • Employee Status: Regular
  • Grade: H
  • Requisition ID: 88121