Administrative Associate, Housing Administration

24693BR

Housing Office Administration

Position Overview

The Administrative Associate works as a collaborative team member on the KU Student Housing Administration & Occupancy group. This position is supervised by the Associate Director and works closely with several senior staff members to assist with coordination of summer camps and conferences, student recruitment and tours, and scholarship administration.

The Administrative Associate must understand and be able to share and explain KU Student Housing policies and procedures, plus have the ability to maintain confidentiality and be solution-focused. The incumbent must have a strong ability to problem solve while working in a public-facing, collaborative, fast-paced environment with rapidly changing priorities.

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.

If you are looking for a rewarding and dynamic career, look no further than the University of Kansas. In addition to a competitive salary, KU offers great benefits to employees with up to 176 hours of paid vacation per year, 96 hours of sick leave earned per year, 9 paid holidays plus one discretionary day, a great retirement program, medical and dental insurance, life and disability insurance, other benefit plan options and state of Kansas discounts offered by various vendors. KU also offers employees educational opportunities for employees. KU is a great place to work!

About Lawrence, KS

The University of Kansas is located in Lawrence, a community of about 95,000. Only 35 miles west of Kansas City and 20 miles east of Topeka, you will never be far from barbecue, jazz, museum culture, and more. Lawrence has a lively downtown and a thriving arts and music scene, and its local government has enacted ordinances supporting equality for all members of its population. Lawrence locals covet the numerous sports and recreational opportunities, local shops, and a wide range of locally-owned restaurants.

Job Description

25%    Customer and Administrative Support

• Provides administrative support to the Associate Director for Occupancy & Administration.
• Receives phone calls, emails, in-person visitors, and responds or forwards to the appropriate staff member or unit promptly and professionally.
• Assist with management of website content and professional social media.
• Coordinates the reservations and use of conference rooms and public spaces within the housing communities.
• Understand and follow all relevant compliance rules and regulations (FERPA, PCI, NCAA, Minors on Campus, etc.) and maintain privacy with respect to student, guest, and donor 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. 
• Reviews and evaluates day-to-day operations in order to make recommendations for improvements and/or changes.
• Provides administrative support  to initiatives involving parent and family members of residential students to assist families with the transition and adjustment to university life.
• Maintains inventory and supplies for designated areas, including the ordering of supplies through centralized processes.
• Provide support for the planning and execution of events, programs, and workshops as needed.
• Completes special projects or additional related duties as assigned.

20%    Summer Camps, Conferences, and Guest Housing Programs

• Provides administrative support to the summer camp and conference program, including serving as point of contact for internal and external offices, oversight of summer program contracts, and maintaining the conference schedule.
• Schedules and facilitates pre-arrival meetings to confirm group needs and logistics.
• Reconciles data to ensure timely and accurate billing and record keeping for all related operations.
• Oversees the leasing and management of guest housing units managed by Student Housing, including billing processes.

20%    Student Recruitment and Tours

• Coordinates activities with senior Student Housing and other university staff which will directly help recruit and retain students (group tours, open house, Admissions events, regular tours, etc.)
• Assist in the development, refinement, and presentation of information to support strategic marketing, recruitment, communication, and retention initiatives.
• Provide information about Student Housing to other campus partner offices in both scheduled and informal presentations/settings. 

20%    Scholarship Support and Stewardship

• Provides administrative support for Student Housing’s scholarships, including recruiting applicants, coordinating review committees, and awarding of over $200,000 in scholarships annually to on-campus students.
• Assists with tours for alumni and donors in to create strong ties between scholarship recipients and their benefactors.
• Under the direction of senior Student Housing staff, completes stewardship outreach and engagement to donors including web or social media updates, stewardship letters, and other marketing outreach efforts.

15%    Human Resources

• Coordinates human resources processes for assigned areas, including recruitment, hiring, and onboarding for employees, for positions such as summer conference coordinators, conference assistants, and student tour guides.   
• Establishes schedules and approves time for student employees.
• As needed, train, supervise, and evaluate student staff designated to provide tours of housing areas.  Provide answers to questions about Student Housing including specific communities, programs, deadlines, features, options, and costs.

Position Requirements

Required Qualifications

Preferred Qualifications

Additional Candidate Instruction

A complete online application includes:

• Application review begins Monday, April 17, 2023 and continues until a pool of qualified applicants is identified.

Advertised Salary Range

Minimum $41,600, final determination commensurate with experience

Application Review Begins

17-Apr-2023

Anticipated Start Date

15-May-2023

Primary Campus

University of Kansas Lawrence Campus

Employee Class

U-Unclassified Professional Staff

Work Schedule

Monday – Friday, 8 am – 5 pm

Job Family

Administrative Support-KUL

Conditions of Employment

Contingent on Funding

Work Location Assignment

On-Site

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 university’s programs and activities. Retaliation is also prohibited by university policy. The following persons have been designated to handle inquiries regarding the nondiscrimination policies and are the Title IX coordinators for their respective campuses: Executive Director of the Office of Institutional Opportunity & Access, [email protected], 1246 West Campus Road, Room 153A, Lawrence, KS 66045, 785-864-6414, 711 TTY 9for the Lawrence, Edwards, Parsons, Yoder, and Topeka campuses); Director, Equal Opportunity Office, Mail Stop 7004, 4330 Shawnee Mission Parkway, Fairway, KS 66205, 913-588-8011, 711 TTY (for the Wichita, Salina, and Kansas City, Kansas medical center campuses).