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Job No. 144794

  • Job Title:
  • Administrative Associate
  • Employer:
  • University of Kansas Main Campus
  • Location:
  • Lawrence , KS
  • Posting Date:
  • 10-Sep-2021
  • Description:
  • Position Overview

    The Administrative Associate position will work as a collaborative team member on the KU Student Housing Administration & Occupancy group. Primary responsibilities of this position include overseeing occupancy management (housing assignments) for all on-campus housing communities.

    KU Student Housing houses approximately 5100 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 from diverse backgrounds and identities through representative staff and equitable policies.

    Job Description

    Occupancy Management – 65%
    Responsible for the management of space and assignment functions for KU Student Housing in the housing database to maximize building use and resident satisfaction according to Student Housing policies.
    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 Student Housing 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.
    Customer and Administrative Support – 25%
    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, 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 Student 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 Student Housing and other university staff which will directly help recruit and retain students to Student Housing (group tours, open house, Admissions events, regular tours, etc.)
    Completes special projects or additional related duties as assigned.
    Service Desk Operations– 10%
    Directly supports multiple front desk operations and serves as primary resource person for the desk operations, staff, and residents.
    Assists student desk managers with desk schedules, security monitoring, and other student work shifts. Documents activities related to job action, as needed.
    Completes payroll and time entry for a bi-weekly payroll.
    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 of 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 oversight 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
  • This position is limited to candidates in: United States
  •  Contact information:
  • University of Kansas Main Campus
  • Lawrence, KS 66045
  • United States
  • Employer's Website:
  • Visit Employer's website

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