Administrative Associate, Facilities Operations

35% Customer & Administrative Support

• Serves as a primary contact for the Housing & Residence Life Facilities Operations area including oversight of the Operations general email account.
• Provides support in directing (in-person phone email etc.) questions and inquiries regarding maintenance and custodial items in Housing facilities. Expedites problem-solving by effective referral.
• Sends outage and maintenance notifications to impacted areas including emails to students and guests. Coordinates room entry for work inside units as needed.
• Develops project schedules creates and manages project meetings and appointments in Microsoft Outlook. Authors email correspondence to facilitate accurate and timely flow of information. Develops edits and submits scheduled regulatory reports. Develops and maintains Operations paper and electronic filing systems.
• Supports budgetary processes including tracking of expenditures for both small and large projects.
• Submits invoices to Housings financial area for review and payment.
• Coordinates and manages supplies and equipment ordering ensuring that internal budgets are followed through budget reconciliation generating budget reports and processing all invoices for payment within established parameters.
• Manages reconciliations for assigned suppliers for services within HRL communities.
• Processes purchase requisitions through university financial systems and provide appropriate funding cost centers for purchases for HRL while ensuring purchasing guidelines are followed.
• Understands and follows all relevant compliance rules and regulations (FERPA PCI Clery NCAA Endowment etc.) and maintains privacy with respect to student information and other requirements.

25% Oversight & Reporting

• Using Maximo work management software and the Microsoft Office suite of products creates and generates schedules of planned and emergency work orders scheduled projects projects and reviews associated costs and develops maintenance schedules for distribution to internal and/or external constituents.
• Regularly reviews service request activity with the Maximo maintenance management system developing and providing a variety of internal management reports to help monitor progress of individual work orders trends or unresolved work orders.
• Enters and manages information in Housing and/or KU systems such as StarRez electronic key cabinets CS Gold security camera and databases etc.
• Maintains key and furniture records and building finish inventories for all on-campus facilities.
• Maintains all records and logs of audits of Housing building systems to ensure compliance and routine maintenance area met. Follows up with stakeholders to gather data and ensure that requirements and recorded.
• Collects and prepares reports for review by senior Housing administration regarding building and maintenance needs within Housing & Residence Life facilities.

20% Unit Turns & Preparation

• Works collaboratively to oversees the coordination of all maintenance and custodial turns for designated areas and staff apartments as units vacate and need prepared for occupancy.
• Ensures that all work is coordinated and furniture needs are handled.
• Keeps track of keys and building access for varying buildings and areas for all Housing staff.
• Drives a departmental vehicle to Housing buildings throughout campus to check issues address concerns pick up supplies and get gas in vehicles when needed.
• Serves as an on-going contact for maintenance needs and custodial issues.
• Routinely organizes and assists with room turns throughout the academic year to ensure that spaces are prepared for re-occupancy by residential students. This includes coordination of summer camp and conference program room turns.

15% Project Administration

• Coordinates and prioritizes a variety of administrative and clerical tasks to support a broad range of staff sets schedules for project completion and shares project outcomes as required.
• Schedules and attends meetings as requested to record minutes for distribution after the meeting.
• Monitors program budget allocations and prepare appropriate reports as requested/needed.
• Organizes assigned work in a logical and effective manner while meeting deadlines and paying close attention to accuracy and detail.

5% Other Assigned Duties

• Attends meetings as assigned.
• During peak times assists with the centralized call center to address calls and assist other areas in Housing & Residence Life.

Position Overview
The Administrative Associate for Facilities Operations supports the Housing & Residence Life Facilities team which is responsible for management and quality review of maintenance and custodial activity in all on-campus housing facilities. This position is responsible for schedule development and coordination; shares information by telephone in person and via email correspondence; and interprets and applies state university and Housing & Residence Life (HRL) requirements policies and practices relating to facilities housing operations and building management.

This position is the primary administrative contact for the HRL Facilities Operations team while also working closely with other areas within Housing & Residence Life to ensure coordinated responses that support students and guests living on campus. This position regularly interacts with other KU staff vendors contractors students parents and guests.

This position assists with coordination of maintenance and cleaning turns in vacant units throughout the academic year and summer turn cycle. The incumbent will manage multiple projects and deadlines to ensure that facilities are prepared and ready for occupancy. The incumbent must have a strong ability to problem solve while working in a collaborative fast-paced environment with rapidly changing priorities.

Housing & Residence Life at the University of Kansas is home to over 5000 students on the Lawrence campus in residence halls apartments and cooperative houses known as scholarship halls. Our office is strongly committed to promoting and supporting students during their time living on campus.

1. This position requires working on-site.
2. Valid Drivers License at time of hire and throughout duration of employment.

1. High School diploma or GED equivalency and two (2) years of office experience or two (2) years of post-secondary education.
2. Excellent written communication skills evidencedin application materials
3. Two years experiencegeneral office and administrative support work to include in-person and telephone contact duties.
4. Two years experiencewith basic computer systems and operations including Microsoft Office Suite.

1. Bachelors degree
2. Knowledge of materials methods and practices used in maintenance and custodial fields as evidenced in application materials.
3. Experience working in a higher education setting as evidencedby previous work history.

Contact Information to Applicants
Steve Bergman

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 October 52026. and will continue until a qualified pool of applicants are identified.

Work Schedule
Monday through Friday 8am-5pm

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 the Office of Civil Rights and Title IX Room 1082 Dole Human Development Center 1000 Sunnyside Avenue Lawrence KSTTY.