Job Description

Reporting to the Section Head of Hostel Admission Services (HAS), the incumbent is responsible for delivering effective hostel admissions and allocation outcomes to optimise the utilisation of student housing resources. Key deliverables include managing end-to-end hostel application and allocation processes, ensuring timely and accurate responses to student and stakeholder enquiries, generating data insights to support operational planning and strategic decision-making, and implementing automation and AI-enabled solutions to improve service delivery, process efficiency and operational effectiveness.

Duties & Responsibilities :

Hostel Coordinator

• Review, coordinate and process hostel applications for assigned student hostels in accordance with established university policies and timelines.
• Process and issue housing offers to successful applicants through the University Housing Management System (UHMS), ensuring accuracy and timely completion during the exercises.
• Monitor hostel vacancies and occupancy rates to ensure optimal utilization of available housing resources.
• Maintain accurate records and ensure data integrity within the UHMS.
• Support any other administrative duties that may be assigned by the Section Head.

Student and Stakeholder Management

• Troubleshoot hostel application or system-related issues and provide timely resolutions where possible.
• Liaise with relevant stakeholders to resolve requests and address operational matters effectively.
• Assist in student enquiries related to hostel admissions via phone and email, while maintaining high service standards.

Reports & Data Analytics

• Generate, analyse, and maintain reports on hostel application, admissions and occupancy to support operational planning and management.
• Analyse application and admissions data to identify trends, derive key insights, monitor patterns and forecast future demand and outcomes.
• Develop dashboards and reports to facilitate data-driven decision-making and improve operational efficiency.

Process Improvement, Automation & AI Initiatives

• Identify opportunities to streamline workflows and improve operational efficiency through process redesign, automation, and digitalisation.
• Lead or support automation projects using tools such as Power Automate, AI-enabled solutions, and other digital platforms.
• Evaluate existing processes and recommend innovative solutions to strengthen productivity, accuracy, and scalability.

Qualifications

• Diploma holder with at least three years of working experience, or University degree holder with at least two years of working experience.
• Strong written and verbal communication skills, with the ability to articulate information clearly and effectively.
• Meticulous, organised, and detail-oriented, with a high level of accuracy in handling data and administrative processes.
• Works well in a team environment and demonstrates excellent collaboration skills.
• Organized and able to work well under pressure and with tight deadlines
• Pro-active to engage stakeholders and students.
• Highly proficient in Excel functions, and competent in using data analytics tools, MS Forms, Qualtrics and other reporting tools.
• Experience with workflow automation, digital transformation initiatives, AI tools, or process improvement projects will be an advantage.