DESK OPERATIONS COORDINATOR HIRING DOCUMENT

Transcription

1 DESK OPERATIONS COORDINATOR HIRING DOCUMENT HOUSING & RESIDENTIAL EDUCATION MISSION AND VALUES Housing & Residential Education (HRE) creates an environment where students become responsible members of their community. We provide students an individualized experience and exceptional facilities. We promote academic and civic engagement, respect for individual differences, and connection to the university and greater community. The department values inclusive communities, student learning, social justice, civic engagement, facility excellence, and personalized service. HRE is committed to the education and development of student potential, both academically and personally, within an inclusive learning community that emphasizes the connection, support, diversity, and collaboration that makes it possible for the individual to succeed in their collegiate pursuits. HRE seeks to maximize student involvement and learning through leadership opportunities, academic support initiatives, and dynamic programs designed to assist students in their own personal development. CONTRACT PERIOD FOR DESK OPERATIONS COORDINATORS The DOC position is a nine-month student leadership opportunity. The contract period is for one full academic year (consecutive Fall and Spring semesters). All DOCs are required to participate fully in all training and operational activities which commence prior to the opening of the residence halls. POSITION RESPONSIBILITIES Customer Service Role Model excellence in customer service standards with desk staff. Encourage student connection to the university through campus events. Maintain a positive attitude and appreciate others whose views and attitudes are different than your own. Support an environment where all students, regardless of ability, age, class, documentation status, ethnicity, gender, nationality, race, religion or sexual orientation can learn and be engaged in the life of the institution. Support the mission and goals the Department of Housing & Residential Education and the Hall Director. Develop and maintain working relationships with Housing & Residential Education personnel. Maintain safety and security in the building by properly identifying residents. Academic Support and Retention Provide information about general campus offices, resources, and services. Refer students to campus academic resources such as the Den Study Space, Academic Support and Advising Office, Tutoring, and Career Services. Administrative Responsibilities Complete all administratively assigned tasks thoroughly, accurately, and on time. Appropriately log all keys and equipment checked out by residents. Communicate regularly with the Hall Director regarding any issues or concerns. Assist in gathering data from the student population. Complete necessary records associated with the student check-in/out process and turn in paperwork to the Hall Director upon completion. Assist Hall Director and residential education staff with administrative tasks, including contacting students, creating programming/service advertisements, scheduling meetings, and other duties as assigned. Complete bi-weekly desk audits, archiving desk log data, tracking missing equipment and keys, and auditing mail log and packages. Report issues as needed to the hall director.

2 Meet weekly with Hall Director to discuss desk related issues, plan desk staff development, and prepare desk monthly meetings (outline to be provided in training) Work the front desk during Hall Director-led in-services, scheduling meetings, and trainings for front desk staff. Provide support to Hall Director for all trainings and in-services. Facilitate desk staff recognition and team development. Using accountability reports, regarding poor performance or missed shifts, assist Hall Director in providing regular and formative feedback, as well as on-going training to further develop individual staff. Supervise mail, mail forwarding, and desk log rosters based on general roster and mail forwarding list provided by Hall Director. Conduct regular inventories of packages and package logs. Supervise and track work orders submitted via the front desk and follow up with Hall Director and students regarding status. Track front desk IMT Help requests to ensure timely completion through follow up calls to affected students. Support training of desk assistants, including training shifts, confirmation of training on specific procedures unique to each desk, and assisting in other areas as determined by the Hall Director. Shadow each desk worker for at least 30 minutes, and more as needed, prior to full opening, and observing and utilizing training checklist for each desk worker. Completing payroll spreadsheet twice a month with hours clocked in/out by desk staff. Tracking replacement of mailbox locks and mailbox combinations. Regularly auditing of key card condition and ordering replacement cards as needed. DOCs are the first to be contacted in case of a missed desk shift. If unable to work, the desk assistant then begins calling staff using the missed shift matrix. Provide peers with informal feedback and individual development Maintain supplies of forms and documents at the front desk, printing and making copies as needed. Collaborate with hall director on desk assistant evaluations Follow procedures outlined during training related to missing keys and lock out cards. DOCs will be provided access to the South Hall Resource Room to replenish front desk forms. Professionalism & Role Modeling Residence Hall Staff found violating policies outlined in the Housing & Residential Education Handbook, Student Rights and Responsibilities Code of Conduct, and/or Federal and State laws may be terminated. o Residence Hall Staff are expected to uphold, enforce and live by campus alcohol policies. Staff members have an obligation to report any violations. o The University of Northern Colorado is part of the Drug-Free School Act and therefore any use of marijuana and/or other drugs will not be tolerated. Staff members have an obligation to report any violations. Any staff member found to be in possession or having consumed marijuana and/or other drugs will be terminated. According to Amendment 64 (Colorado Constitution Article XVIII, Section 16) HRE is able to supersede Colorado State law to enforce termination: (6)(a) Nothing in this section is intended to require an employer to permit or accommodate the use, consumption, possession, transfer, display, transportation, sale or growing of marijuana in the workplace or to affect the ability of employers to have policies restricting the use of marijuana by employees. (6)(d) Nothing in this section shall prohibit a person, employer, school, hospital, detention facility, corporation or any other entity who occupies, owns or controls a property from prohibiting or otherwise regulating the possession, consumption, use, display, transfer, distribution, sale, transportation, or growing of marijuana on or in that property. It is expected that all hall staff maintain confidentiality and the safety and security of students. This includes, but is not limited to: duty to report/mandatory reporting expectations, appropriate key access policies and adherence to FERPA/HIPPA regulations. All staff members should carry themselves in a professional manner when interacting with supervisors, peers and students. Non-compliance with this expectation could be interpreted as insubordination and will be grounds for job action. As an employee with Housing & Residential Education, it is expected that staff act in a professional manner at all times. If a conflict or disagreement occurs, speak directly with your supervisor about the issue and discuss the situation. It is inappropriate to gossip or complain to residents or peers about job related items.

3 It is expected that all hall staff members disclose dating/intimate relationships with other HRE staff members or students within their community. o If the staff member discloses to be dating a resident and the resident is within the community (floors) they are directly responsible for, HRE will seek to relocate the resident. o HRE will not knowingly place staff members within a relationships on the same staff. HRE will not automatically separate dating staff members if a relationship is disclosed within the academic year, however it is at the discretion of HRE to make such moves, if need arises. Maintain an effective working relationship with all people in working environment and UNC community. Demonstrate good written, listening and oral communication skills. Demonstrate quality decision making and evaluative skills. Project a positive attitude toward the position, department, and institution. ALCOHOL AGREEMENT Staff members who are not of legal age for the possession or consumption of alcohol within the State of Colorado are expected to comply fully with the laws governing possession and consumption of alcohol (this includes, but is not limited to: using falsified identification for the purposes or acquiring or consuming alcohol, requesting others to provide alcohol, consuming alcohol at offcampus establishments or house-parties, bring under the influence at all). As employees of University of Northern Colorado, there is the expectation that you shall exhibit role model behavior to other students that illustrates compliance with laws and policies governing alcohol. Staff members of legal age for the possession and consumption of alcohol within the State of Colorado who personally choose to consume alcohol are expected to do so in a responsible manner and to be role models to residents and staff concerning the use of alcohol. PROHIBITED ACTIVITIES Providing alcohol to underage persons. Being in the company of underage persons (residents or staff) when underage persons in an on-campus location are consuming alcohol. Staff members should not attend parties that they know will have a focus on drinking. Encouraging underage persons to break the State of Colorado laws concerning alcohol, e.g., suggesting to underage students that they drink off-campus, in vehicles, or at local bars. Consuming or being under the influence of alcohol while on duty. Assisting, in any manner, an underage person to violate the state statutes or campus policies concerning alcohol. Confiscating any alcohol from an underage person. Disruptive behavior in or around the residence halls, apartments or the campus community while under the influence. ENFORCEMENT All staff members are expected to uphold, enforce and live by campus alcohol policies. Staff members have an obligation to hold each other accountable to the expectations for staff use of alcohol. Staff members who do not abide by the expectations established in this document can expect to be disciplined as employees of Housing & Residence Life and as students at the University of Northern Colorado. The Chart below provides consequences for staff violations of the alcohol expectations (this list is a general guideline and will be interpreted by professional staff based on the information gathered for any situation which arises). Situation Factors Expect Intoxicated/under the influence while performing your duties Under influence in Housing 1. Of Age 2. Under Age 1. Warning 2. Drinking with underage residents Providing alcohol for underage residents Providing alcohol for underage staff Underage Drinking Participation in/organizing Residence Life event with alcohol Present while underage residents drinking and not responding appropriately 1. In Housing 2. On Campus Probation Observe underage staff consume alcohol and not responding appropriately 1. In Housing 2. On Campus Probation

4 CONDITIONS OF EMPLOYMENT Desk Operations Coordinators must be a registered UNC student for a minimum of 6 credit hours. Written request for permission to take fewer hours needs to be addressed to the Hall Director. DOCs are required are required to have a 2.00 cumulative and semester GPA at time of employment. DOCs must maintain a 2.00 cumulative and semester GPA while in the position. If cumulative or semester GPA is below a 2.00, the staff member will be removed from the position. DOCs must be in good conduct standing with the University and not be on any probationary period through the conduct sanctioning process. The DOC will have on-going feedback and evaluations throughout the course of employment with Residential Education and the DOC must maintain satisfactory performance of duties as well as academic conditions in order to continue employment. DOCs must be able to lift a minimum of 15 pounds (e.g. packages). Evaluations and official job action documentation will determine opportunity for re-hire in the future. Ability to work overnight and weekend shifts. Strong administrative capabilities, as indicated through application and references. Uphold and enforce all University and Housing & Residential Education policies. Student teaching or interning is allowed. Written requests and action plan for student teaching or interning must be submitted and approved by the Hall Director. General Time Commitments (Minimum, with discretion of the direct supervisor) Minimum of eight (8) paid hours at the front desk. (DOCs should not exceed 12 scheduled hours per week.) DOCs can work 4 non-desk hours per week to account for scheduling and desk related obligations. Front Desk Staff Meetings- Once a month for one hour for scheduling or in-services and additional training Training- A specific training schedule will be provided prior to training. If staff member is unavailable to be present for training dates, the staff member will be removed from the position. o Fall Training (tentatively August 10-14) o Spring Training- (tentatively January 4-9) Break Periods- It should not be expected that you will have break periods off. Reduced coverage will be required during Thanksgiving, Winter Break and Spring Break. Winter Break coverage will be offered to all hall staffs. You may need to work either Thanksgiving or Spring Break. This schedule is determined with your staff based on need. Final Exam Week- All DOCs are required to work during final exam week. A new schedule will be made for final exam weeks. Administrative duties assigned by the Hall Director in a timely manner. Scheduling The DOC receives priority scheduling. Minimum 8 paid hours are scheduled during scheduling of non-wage hours for Resident Assistants, Diversity Mentors, and Residence Hall Association Executives. The DOC may schedule up to an additional 4 paid hours per week at the front desk during all-staff scheduling. The scheduling process is subject to modification at the discretion of HRE. COMPENSATION Desk Operations Coordinators in their first semester will be compensated with an hourly wage of $8.56 per hour; the wage will increase based on minimum wage increase January 1, STUDENT LEADERSHIP AGREEMENT Purpose This agreement helps student leaders as well as their advisors to better understand the expectations set for their positions and helps to ensure that the leadership experience is not only benefiting the student leader, but the residence hall and UNC Community as well. Academics As a student leader, I understand the importance of academics and that I am a student first. I also understand that I am a role model for other students and will work to achieve an effective balance between my academic work and my leadership responsibilities. I understand that I need to keep my cumulative and semester GPA at 2.00, to maintain

5 my position. I understand that my advisor may ask for a mid-semester grade check and I will comply. Commitment I understand that to be an effective leader, I must be committed to the organization, the members, the department of Housing & Residential Education and the University of Northern Colorado. This commitment includes: Fulfillment of duties, ethical behavior, academic integrity, respect for all members of the community, and a desire to assist the organization in its growth and development. Service I recognize that a major component of leadership is service. I understand that I am in a leadership position to serve others and not myself. I will work to assure that the students in this organization have meaningful experiences and benefit from their involvement. I will also work to assure that this organization contributes to the UNC and Greeley community. Participation I understand that as a student leader my participation is required and needed at organizational events and meetings. I will do my best to attend and or participate in all activities and meetings and arrive in a timely manner. If my participation is unsatisfactory I understand I may be removed from my position. Fulfillment of Duties I understand that I must fulfill all specific duties of my position in a timely and thorough manner. I also understand that there may be extra duties assigned if the need arises throughout my term of office (if applicable). Ethical Behavior I understand that one of the many qualities of a leader is ethical behavior. This includes but is not limited to: appropriate professional relationships, following federal, state, departmental and university laws/policies, respect for members of the organization, appropriate use of office equipment and key/access, and organizational resources including student monies, and keeping in mind the mission/vision/values of the department of Housing & Residential Education and the University of Northern Colorado. I understand that if I have a question about an action I should consult with my advisor(s) before I act to ensure that I handle situations with the character and tact needed of student leaders. Professionalism I understand that it is important for leaders to act in a professional manner. In my position I will have the opportunity to interact with many different people and I understand that I am a representative of this organization, the Department of Housing & Residential Education, and the University of Northern Colorado. I further understand that my actions may impact not only myself, but also the organization, the department of Housing & Residential Education and the University of Northern Colorado. I will also expect my supervisor/advisor, officers and members I work with in this organization to practice professionalism as well. Inclusiveness As a leader of this organization, I will recognize and celebrate the differences in each person with which I interact. I will promote an inclusive environment at all meetings, activities and programs that this organization promotes and implements. INTERNET & SOCIAL NETWORKING USAGE AGREEMENT I acknowledge that I will take responsibility for actions I choose to take in regards to internet communication. I acknowledge that behaviors such as posting of pictures and communication blogs that are posted in a public forum are available for view and critique. Knowing this fact, as an employee of the Department of Housing and Residential Education I accept responsibility for actions I take on the public forums of the internet, and acknowledge that job action may be taken against me in certain cases where my actions are in violation of municipal, state or federal laws and statutes. As an employee I agree not to post words, pictures or take an active role in groups that condone behavior that may be in violation of the Housing and Residential Education Handbook. I recognize that participation in internet public forums and social networking sites (such as Facebook, Twitter, etc.) is an action that I take of my own free will and that the actions and behaviors I exhibit in this will follow within the accountability guidelines previously outlined because of the position of responsibility I hold. CONFIDENTIALITY AND INFORMATION SECURITY AGREEMENT Staff, faculty, students and all other individuals (vendors, temporary employees, etc.) under the control of the University of Northern Colorado ( UNC ) (department of organization) are required to maintain the confidentiality of patient, clinical, financial, or other sensitive information. UNC employees will be held personally responsible for safeguarding security log-in processes, passwords and electronic signatures. UNC employees must strictly adhere to standards that govern authorized access to, use and/or disclosure of

6 sensitive and confidential information. Failure to do so may result in disciplinary action, up to and including termination of employment. You are required to sign this document as a condition of employment. I ACKNOWLEDGE, UNDERSTAND, AND AGREE: 1. The types and categories of written, verbal, electronic or printed are considered to be confidential ( CONFIDENTIAL INFORMATION ) includes, but is not limited to: (a) medical records; (b) clinic medical records; (c) physician s private patient records; (d) medical records received from other health care providers; (e) correspondence addressed to or from employees of the UNC concerning a specific, identifiable patient; (f) patient information verbally given to me by the patient or other persons; (g) diagnoses; (h) assessments; (i) medical histories; (j) operative reports; (k) discharge summaries; (l) nursing notes; (m) medications; (n) treatments plans; (o) follow-up care plans; (p) requests for and results of consultations; (q) results of laboratory, or other medical tests; (r) demographic data; (s) financial/funding information; and (t) all other types and categories of information to which I know or have reason to know the UNC intends or expects confidentiality to be maintained. 2. Services provided by the UNC for its patients/students and all documents and information related to such services are private and CONFIDENTIAL INFORMATION. 3. Patients/students furnish information to the UNC with the understanding and expectation that it will be kept confidential and used only by authorized persons, within the scope of his/her employment, as necessary, to provide needed services. 4. CONFIDENTIAL INFORMATION stored in electronic form must be treated with the same medical/legal care as data in the paper chart. 5. My access to CONFIDENTIAL INFORMATION subjects me to legal guidelines and obligations. 6. I will comply with all information security policies and procedures in effect at the UNC. 7. I will access data only in accordance with policies and standards. 8. My security code (logon, password and electronic signature) is equivalent to my legal signature. I will be personally accountable for all access or use performed under these codes. 9. By reason of my duties or in the course of my employment I may receive or have access to verbal, written or electronic information concerning patients/students, staff and services performed by the UNC. I will not inappropriately access, use, or disclose (verbally, in written form, or by electronic means) to any person, or permit any person to inappropriately access; use, or disclose any reports or other documents prepared by me, coming into my possession or control, or to which I have access, nor any other information concerning the patients, staff or operations of the UNC at any time, during or after my employment. 10. If and when my employment or assignment with the UNC ends, I will not inappropriately access, use, disclose, retain, or copy any reports or other documents prepared by me, coming into my possession or control, or to which I have access, nor any other information concerning the patients/students, staff or operations of the UNC. 11. I will not destroy or erase any data or information in any form located in or stored in UNC computers or files unless it is part of routine computer maintenance. 12. I will use discretion to assure conversations that include CONFIDENTIAL INFORMATION cannot be overheard by persons who do not have a need to know when information must be discussed with others in the performance of my duties. 13. I will adhere to UNC procedures governing proper handling or disposal of printed material containing individually identifiable information. 14. I will notify my supervisor and the UNC Privacy Officer immediately, but not later than one business day, of any actual or suspected inappropriate use, access, or disclosure of CONFIDENTIAL INFORMATION, whether by me or anyone else, whether intentional or accidental. There will be NO retaliation for filing a legitimate complaint. 15. I will maintain the confidentiality of all information concerning patients, staff, or operations of UNC regardless of the method of retrieval, including information obtained on home-based or off-site personal computers. 16. The inappropriate access, use, or disclosure of information by me may violate state and/or federal laws and may subject me to civil damages and criminal prosecution, and to disciplinary action, up to and including termination. 17. All documents, encoded media, and other tangible items provided to me by UNC or prepared, generated, or created by me in connection with any activity of UNC are the property of the UNC. 18. The UNC as the holder of data, reserve the right to, and may monitor and audit, all information systems for security purposes. 19. Security codes (logon, password and electronic signature) are the user s way to verify his/her identity and should be difficult for someone else to guess. Use of names, birth dates, phone numbers, etc. is not allowed. I will choose security codes carefully and not disclose them to anyone. 20. I will not disclose security codes to anyone nor will I attempt to learn another person s security codes. Any misuse of my confidential security code will be a violation of UNC policy and will subject me to disciplinary action, up to and including termination. 21. Security codes must not be written on paper that is accessible to anyone but the user and must not be visible around the terminal/workstation. 22. I may access my own health information via an electronic application, pursuant to established policies, but I may not access that of my spouse, children, family members, or co-workers unless I am involved in their direct care. 23. I will not access data on patients/students or other individuals for whom I have no responsibility or for whom I have no need to know. Audit trails will track unauthorized access.

7 24. I will immediately contact Information Technology (IT) to obtain a new security code if I have reason to believe the confidentiality of my security code has been breached. 25. Regardless of the site of access, information must be treated as confidential. Unauthorized access or release of confidential information will subject me to disciplinary action, up to and including termination. 26. I will take reasonable steps, such as using a screen saver with a password, to keep my workstations and logins as secure as possible to minimize the risk of unauthorized use of either. 27. I will refrain from making unauthorized copies of data or applications. Loading of viruses, unauthorized queries, and other interference with computer resources will subject me to disciplinary action, up to and including termination. 28. If I receive access to information stores such, as the IT s data warehouse, or other databases containing CONFIDENTIAL INFORMATION, I will use that access only for the intended and stated purpose and will not provide access to 3 rd parties without the explicit written permission of the IT s data steward. I will utilize data obtained from such information stores in conjunction with data use policies. 29. This signed document will become a part of my permanent personnel record. Information Technology Services personnel will never ask for your password. If someone does ask for my password, I will report it immediately to my immediate supervisor. PHOTOGRAPHY RELEASE I grant the University of Northern Colorado permission to photograph me, without compensation. I further give UNC the right to use, copy, reduce, exhibit, publish and/or distribute these images. I understand that uses may include, but are not limited to photographs, videotapes, internet sites, or other types of promotional or educational mediums in existence now or in the future. I additionally consent to use my name in connection with any use of images of me. This permission is granted in perpetuity. CONTRACT AGREEMENT TO TERMS AND CONDITIONS OUTLINED ABOVE I have fully read and understand the above requirements in this agreement and the importance of following through with them. I understand that if I do not follow through with this agreement, I may be removed from my student leadership position. I also recognize that this position is termed at-will employment and I could be terminated for violation of this agreement and departmental expectations. Name (Please Print): Bear #: Hall: Desk Operations Coordinator Employee Signature: Hall Director Signature: Date: Date: