Administrative Associate

20 hours ago

Lawrence, United States University of Kansas Full time

Job Description

65% - Occupancy Management

* Responsible for the management of space and assignment functions for Housing & Residence Life (HRL) in the housing software database to maximize building use and resident satisfaction according to 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 HRL 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.

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, NCAA, Clery, 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 HRL 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 HRL and other university staff which will directly help recruit and retain students to HRL (group tours, open house, Admissions events, regular tours, etc.)
* Completes special projects or additional related duties as assigned.

10% - Service Desk Operations

* Serves as back-up to support multiple front desk operations and serves as resource person for the desk operations, staff, and residents.
* Completes payroll and time entry for a bi-weekly payroll, as needed.
* 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
* 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.

Required Qualifications

* 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 Outlook, PowerPoint, and Excel


* Excellent written communication skills, evident in application materials.

Preferred Qualifications

* Bachelor's degree
* Experience using a broad range of relational computer database applications, as demonstrated in application materials.
* Experience working in a higher education setting, as demonstrated by previous work history.

Position Requirements

* This position requires working on-site.

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