Specialist, Housing Systems Administration at University of British Columbia

Staff - Non Union

Job Category

M&P - AAPS

Job Profile

AAPS Salaried - Administration, Level A

Job Title

Specialist, Housing Systems Administration

Department

Administrative Support | Residence Life Management | Student Housing and Community Services

Compensation Range

$5,791.00 - $8,323.42 CAD Monthly

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date

October 9, 2025

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

Ongoing

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career. 

Job Summary

The Specialist, Housing Systems Administration oversees the setup, configuration, and operational efficiency of the Student Housing application, offer, assignment, contract cancellation, waitlist management. This position plays a crucial role in how current and prospective students interact with Student Housing through the StarRez system and ensures that Student Housing staff can effectively perform their responsibilities within the system while also optimizing business processes to enhance efficiency. This role ensures that StarRez system operations align with institutional goals, enhance student and staff experiences, and support data-driven decision-making

The Specialist manages the general administrative functions of the StarRez system. This position erves as the primary subject matter expert for the housing system, leading system configuration, process development, staff training, and continuous improvements. Additionally, this role assesses housing system needs, translates business requirements into system functionalities and collaborates with campus partners to enhance system capabilities.

Additionally, the Specialist, Housing Systems Administration will lead system modernization efforts, including evaluating potential system upgrades, integrations, and enhancements to align with the evolving needs of Student Housing. This role will manage regular reporting and data analysis to support data-driven decision-making within the department. The role requires a strong technical aptitude, an ability to translate business needs into system functionality, and collaboration with various teams to ensure seamless operations.

Organizational Status

The Specialist, Housing Systems Administration reports to the Associate Director, Residence Admissions and Administration. This position works closely with Residence Life, Front Desk Services, Facilities and Building Services, and other Student Housing and Community Services (SHCS) managers to ensure effective student housing operations.

Work Performed

Responsible for all general administrative functions of and acts as the primary subject matter expert for the housing system used within Residence Life (StarRez).

1. System Administration & Process Development

• Configures and manages the StarRez system, ensuring seamless operation of student housing application, offer, assignment, transfer, and cancellation processes.
• Develops and implements administrative policies, procedures, and business process improvements to enhance operational efficiency.
• Develops, implements, and refines business processes to optimize system functionality and enhance user experience for both students and staff.
• Identifies and implements system enhancements and workflow improvements to ensure operational efficiency and policy compliance.
• Participates in strategic planning efforts related to housing system operations and technological advancements.
• Works collaboratively with internal stakeholders to align system functionalities with housing processes, institutional objectives and student needs.
• Ensures compliance with university policies, privacy regulations, and best practices in student housing operations.
• Leads modernization efforts by researching and recommending system enhancements, automation tools, and technology advancements to improve student housing administration.

2. Training & Staff Support

• Designs and delivers ongoing training programs for staff on the StarRez system, ensuring all users understand system functionalities and best practices.
• Acts as the primary technical support resource for StarRez related issues, ensuring timely resolution and system efficiency.
• Works closely with team leads and managers to assess training needs and improve staff competency in system usage.
• Develops user guides, troubleshooting documentation, and knowledge-sharing resources for staff and stakeholders.
• Conducts workshops and one-on-one coaching sessions for staff involved in the housing assignments, administration and student support.

3. Data Management & Reporting

• Develops and maintains reports, dashboards, and analytics tools on key student housing metrics such as housing applications, occupancy, cancellations, and student trends.
• Analyzes data to identify trends, support decision-making, and improve housing system effectiveness.
• Ensures data integrity and accuracy within the StarRez system, implementing data validation processes to maintain accurate and reliable records.
• Leverages advanced data visualization tools (e.g., Power BI, Tableau) to create dashboards and reports for operational planning and forecasting.
• Conducts cost-benefit and return-on-investment (ROI) analyses for proposed system enhancements and process improvements.
• Works closely with institutional research and data teams to provide accurate reporting that supports housing occupancy forecasting, financial planning, and strategic occupancy management.

4. Collaboration & Stakeholder Engagement

• Serves as the primary liaison between Student Housing and StarRez Star Care team regarding system updates,  troubleshooting, and technical support.
• Represents Student Housing at institutional meetings, student fairs, and committees related to student housing operations.
• Engages with the vendor and users to assess new features and explore potential enhancements.
• Engages with peer institutions and StarRez user communities to share best practices, exchange insights, and stay informed on system advancements.
• Actively participates in global StarRez user conferences, professional networks, and industry forums to foster collaboration and bring innovative solutions to Student Housing at UBC.

Consequence of Error/Judgment

Failure to effectively manage system operations could result in inefficiencies, loss of housing revenue, poor user experience for students and staff, and potential legal or reputational risks for the University. Poor data management may lead to incorrect decision-making, negatively impacting housing allocations and planning.

Supervision Received

Reports to the Associate Director, Residence Admissions and Administration. Operates with independence in managing system functions and training initiatives, with work reviewed for overall effectiveness and alignment with departmental objectives.

Supervision Given

Provides training, guidance, and technical support to Student Housing staff, ensuring efficient use of the StarRez system. May oversee staff or student employees involved in system operations or reporting.

Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of two years of related experience, or the equivalent combination of education and experience.

- Willingness to respect diverse perspectives, including perspectives in conflict with one’s own

- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

• Experience in student housing operations is an asset.
• Experience managing StarRez or a similar student housing management system.
• Strong analytical skills with experience in data reporting and analysis.
• Experience providing staff training, process improvement and user support.
• Effective communication, problem-solving, and organizational skills.
• Familiarity with student housing operations in a university setting.
• Ability to work collaboratively across departments and with diverse stakeholders.
• Ability to work under pressure and meet deadlines, with flexibility in work hours during peak periods.
• Familiarity with CUPE 2950 collective agreement provisions regarding scheduling and overtime.
• Adaptability, attention to detail, and a commitment to continuous improvement in student housing operations and system efficiency.

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