University of Kansas Hiring for Administrative Associate, Residence Life – Internal Only at Lawrence, KS  Full Time

*This is an internal search available ONLY to current KU employees.*

The Administrative Associate for Residence Life works with a wide variety of programs, processes, projects and activities in support of the day-to-day operations of the Residence Life area in KU Student Housing. This position is supervised by an Associate Director and works closely with several senior Residence Life and other KU Student Housing staff members to assist with programs, special projects, conducting research, generating reports, and performing tasks which can be highly sensitive and of a confidential nature.

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 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.

55% Customer & Administrative Support

• Serves as the primary receptionist for the Student Housing office.
• Provides support in directing (in-person, phone, email, etc.) questions and inquiries from prospective students, residents, parents/families, and colleagues – both within and outside KU Student Housing – to the appropriate staff member. Expedites problem-solving by effective referral.
• Enters and manages information in Housing and/or KU systems, such as RMS/Mercury, CS Gold, HR/Pay, etc.
• Assists in calculating room, cancellation, and other appropriate charges for current and prospective residents.
• Generates not-enrolled resident report and disseminates report to building staff and supervisors.
• Develops a culture of customer service and student development among front line staff members, including student hourly employees.
• Supports budgetary processes for the Residence Life area, including hall programming and supply budgets.
• Works closely with both internal areas in Student Housing and external partners to provide shared information and administratively support processes such as move-in. Coordinates information gathering, creates reports and newsletters, and distributes information to staff across each area in KU Student Housing.
• Assists with preparation of materials for presentations, including training sessions. Attends assigned meetings and prepares invitations, agendas, and meeting notes.
• Maintains calendars, schedules, and meeting arrangements for senior Residence Life staff. Coordinates and maintains centralized calendars which include on-call duty schedules and important departmental dates and deadlines.
• Coordinates space reservations for public spaces in and around the residential communities.
• Ensure the public spaces of the office, including the reception area and meeting areas, are organized, free from clutter, and maintained in a professional manner.
• Ensures incoming and outgoing mail from KU Student Housing is processed in a timely manner.
• Manages the posting policy for Student Housing and takes information/fliers from groups and distributes them according to established procedures.
• Directs hourly student employees to have items delivered to varying residential facilities in order to assist building staffs with timely receipt of information.
• Understands and follows all relevant compliance rules and regulations (FERPA, PCI, Clery, NCAA, etc.) and maintain privacy with respect to student information.

20% Human Resources

• Provides administrative support for residence life staff search processes, including recruitment, selection, and training. Manages interview scheduling, room and space reservations, candidate communications, and supports human resources tasks as needed.
• Works with other housing staff to coordinate travel and reimbursement processes for residence life.
• Coordinates undergraduate staff arrivals and departures, including notifications to other units when HR onboarding/off boarding. Prepares welcome materials, contacts appropriate staff to initiate access, and confirms/coordinates all logistics in advance of staff arrivals.
• Assists the Payroll process for employees by making time approvals and corrections for varying areas in Student Housing.

20% Project Administration

• Coordinates annual Clery and Fire Safety report information, including data collection and report preparation.
• Prepares and organize data into reports that are shared with stakeholders.
• 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, in order to record minutes for distribution after the meeting.
• Monitors program budget allocations and prepares 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.
• Edits and disseminates newsletters and updates to provide residents and/or parents with current information as well as inform them of upcoming events and activities.

1. This position requires working on-site.

1. High School diploma OR GED equivalency PLUS two (2) years of *office experience. Two (2) years of post-secondary education may be substituted for the office experience.
2. Customer service experience.

* Office experience to include:

• General office and administrative support work to include in-person and telephone contact duties.
• Experience using the Microsoft Office Suite.

1. Bachelor’s degree.
2. Experience working in a diverse environment, particularly a higher education setting.

*This is an internal search available ONLY to current KU employees.*

A complete online application includes:

1. Cover letter addressing how you meet the required and preferred qualifications.
2. Resume.
3. Contact information for three professional references (including at least one previous or current supervisor).

• Application review begins Thursday, June 8, 2023. To ensure consideration, apply no later than Wednesday, June 7, 2023.

Joe Kelley, [email protected]

Starts at $41,600, final determination commensurate with experience

Monday – Friday, 8 am – 5 pm

Thursday June 8, 2023

Thursday June 15, 2023