Administrative Associate, Housing Services

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.

65% - Front Desk Operations

• 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.

25% - Customer and Administrative Support

• 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.

10% - Occupancy Management Focus

• 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.

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.

Katie Ridgway

40,000

Monday July 21, 2025

Monday August 4, 2025