Administrative Associate, Housing Services
Administrative Associate, Housing Services
Posted on :
10-07-2025
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1 Vacancy
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Job Description
65% - Front Desk Operations
Disclaimer
The University of Kansas prohibits discrimination on the basis of race color ethnicity religion sex national origin age ancestry disability status as a veteran sexual orientation marital status parental status gender identity gender expression and genetic information in the universitys programs and activities. Retaliation is also prohibited by university policy. The following person has been designated to handle inquiries regarding the nondiscrimination policies and is the Title IX coordinator for all KU and KUMC campuses: Associate Vice Chancellor for Civil Rights and Title IX Room 1082 Dole Human Development Center 1000 Sunnyside Avenue Lawrence KSTTY.
Work Schedule
Monday through Friday 8am-5pm
Position Overview
The Administrative Associate works as a collaborative team member on the Housing Services group in Housing & Residence Life. This position is supervised by a Business Coordinator and works closely with staff throughout the department who interface with building front desk operations. Job duties of the Administrative Associate include overseeing the day-to-day management and customer service as it relates to multiple residential front desk operations in Housing & Residence Life facilities. The Administrative Associate coordinates hiring scheduling and training of student hourly employees at their assigned front desks and has responsibility for bi-weekly payroll approvals. This position supervises student employees who work at the front desk and is instrumental to providing a welcoming customer focused environment for residential students and guests to Housing & Residence Life through their efficient management and oversight of front desk operations.
Housing & Residence Life houses over 5500 students on the Lawrence campus in residence halls apartments and cooperative houses known as scholarship halls.
Additional Candidate Instruction
In addition to the online application the following documents are required to be considered for this position:
Only complete applications will be considered.
Application review begins Monday July 21 2025. For consideration please apply no later than Sunday July 20 2025.
- Directly supports multiple front desk operations and serves as primary resource person for the desk operations staff and residents.
- Completes payroll and time entry for a bi-weekly payroll.
- Assists student desk managers with desk schedules security monitoring and other student work shifts. Documents activities related to job action as needed.
- Provides supervision to Desk Managers and Desk Assistants through on-going training and developmental accountability
- Oversees key management including audits of key inventory and the lock-out process.
- Ensures that all administrative processes are completed during student move-in and move-out periods including updates to the housing management system. Assists in processing room condition inventories and damage billing.
- Responsible for oversight of mail processing system that occurs at each front desk. This includes sorting forwarding and maintenance of a log of packages received and delivered.
- Responsible for the oversite of the security management of the front desk including the review of security camera footage granting and removing access to the building through centralized software documenting security incidents and routine audits of systems.
- Maintains inventory and supplies for the residential areas including the ordering of supplies through centralized processes.
- Responds to inquiries questions and concerns from students and parents and triages them to others when necessary. Resolve complaints related to the functions of the front desk.
- Receive phone calls emails and in-person visitors and respond or forward to the appropriate staff member or unit promptly and professionally.
- Understand and follow all relevant compliance rules and regulations (FERPA PCI Clery NCAA etc.) and maintain privacy with respect to student information.
- Provides information to inquiries and resolves issues/questions personally when possible; may refer issues relating to policy or more complex situations to senior staff or other campus offices as appropriate.
- Provides administrative support to summer camps/conferences guest and transition housing.
- Coordinates the reservations and use of conference rooms and public spaces within the housing communities.
- Works collaboratively with Housing Operations to notify students about seasonal and emergency maintenance and custodial plans/needs.
- Reviews and evaluates day-to-day operations in order to make recommendations for improvements and/or changes.
- Coordinates activities with senior Housing & Residence Life and other university staff which will directly help recruit and retain students to KU (group tours open house Admissions events regular tours etc.)
- Completes special projects or additional related duties as assigned.
- Manages and oversees the occupancy processes for all opening and closing periods including breaks summer terms early arrivals and late stays.
- Assists with management of the enrollment verification process.
- Maintains and updates accurate data and records for all new and returning residents including varying processes that run concurrently with different protocols.
- Maintains regular contact with appropriate staff to coordinate room readiness and maximize occupancy including both before move-in and during the semester terms. Completes processes as directed to ensure accurate billing data.
- Provides answers to questions about Housing & Residence Life including specific communities programs deadlines features options and costs.
- Compiles and enters data into a variety of formats and queries data systems to generate reports.
- Reconciles data to ensure accurate billing and record keeping. This includes potential personal follow-up with residents who need to cancel contracts to ensure accurate system data at the beginning of each term.
Disclaimer
The University of Kansas prohibits discrimination on the basis of race color ethnicity religion sex national origin age ancestry disability status as a veteran sexual orientation marital status parental status gender identity gender expression and genetic information in the universitys programs and activities. Retaliation is also prohibited by university policy. The following person has been designated to handle inquiries regarding the nondiscrimination policies and is the Title IX coordinator for all KU and KUMC campuses: Associate Vice Chancellor for Civil Rights and Title IX Room 1082 Dole Human Development Center 1000 Sunnyside Avenue Lawrence KSTTY.
Work Schedule
Monday through Friday 8am-5pm
Katie Ridgway
- High School diploma or GED equivalency and two (2) years of office experience or two (2) years of post-secondary education.
- Two (2) years of office experience to include experience in the following:
- General office and administrative support work to include in-person and telephone contact duties
- Experience with basic computer systems and operations
- Experience with Microsoft Suite
- Bachelors degree
- Previous experience that required using a broad range of relational database applications specific to Housing & Residence Life and the university as evidenced by application materials.
- Previous experience working in a higher education setting as evidenced by application materials.
Position Overview
The Administrative Associate works as a collaborative team member on the Housing Services group in Housing & Residence Life. This position is supervised by a Business Coordinator and works closely with staff throughout the department who interface with building front desk operations. Job duties of the Administrative Associate include overseeing the day-to-day management and customer service as it relates to multiple residential front desk operations in Housing & Residence Life facilities. The Administrative Associate coordinates hiring scheduling and training of student hourly employees at their assigned front desks and has responsibility for bi-weekly payroll approvals. This position supervises student employees who work at the front desk and is instrumental to providing a welcoming customer focused environment for residential students and guests to Housing & Residence Life through their efficient management and oversight of front desk operations.
Housing & Residence Life houses over 5500 students on the Lawrence campus in residence halls apartments and cooperative houses known as scholarship halls.
Additional Candidate Instruction
In addition to the online application the following documents are required to be considered for this position:
- Cover letter describing how you meet the required and preferred qualifications.
- Resume
- List of three (3) professional references
Only complete applications will be considered.
Application review begins Monday July 21 2025. For consideration please apply no later than Sunday July 20 2025.
- A valid Drivers License will be required as the chosen candidate will need to navigate to multiple front desk operations on campus via departmental vehicle.
Required Experience:
IC
Employment Type
Full Time
Key Skills
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