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Administrative Associate, Housing Administration

Employer
The University of Kansas
Location
University of Kansas Lawrence Campus

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Job Details

Position Overview

The Administrative Associate works as a collaborative team member on the Housing Services team to support administrative and occupancy tasks. This position is supervised by the Director of Housing Services 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 Housing & Residence Life 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.

Housing & Residence Life houses approximately 5500 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 Description25% Customer and Administrative Support
  • Provide administrative support to the Director for Housing Services, Assistant Director for Housing & Administration, and Coordinator for Communications.
  • Receive phone calls, emails, and in-person visitors, and respond or forward to the appropriate staff member or unit promptly and professionally.
  • Assist with management of website content and professional social media.
  • Coordinate 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.
  • Provide information to inquiries and resolve issues/questions personally, when possible.
  • May refer issues relating to policy or more complex situations to senior staff or other campus offices as appropriate.
  • Review and evaluate day-to-day operations in order to make recommendations for improvements and/or changes.
  • Provide administrative support to initiatives involving parent and family members of residential students to assist families with the transition and adjustment to university life.
  • Maintain 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.
  • Complete special projects or additional related duties as assigned.

25% Summer Camps, Conferences, and Guest Housing Programs

  • Provide overall 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.
  • Schedule and facilitate pre-arrival meetings to confirm group needs and logistics.
  • Reconcile data to ensure timely and accurate billing and record keeping for all related operations.
  • Oversee the leasing and management of guest housing units managed by Housing & Residence Life, including billing processes.

20% Student Recruitment and Tours

  • Coordinate activities with senior Housing & Residence Life and other university staff that will directly help recruit and retain students (group tours, open houses, 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 Housing & Residence Life to other campus partner offices in both scheduled and informal presentations/settings.

20% Scholarship Support and Stewardship

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

10% Human Resources

  • Coordinate human resource processes for assigned areas, including recruitment, hiring, and onboarding of employees for positions such as summer conference coordinators, conference assistants, and student tour guides.
  • Establish schedules and approve time for student employees, as needed.
Position RequirementsThis position requires working on-site.
Required Qualifications
  1. High School diploma or completion of G.E.D. equivalency, plus two years of relevant experience; or two years of post-secondary education.
  2. Experience with public speaking and/or experience giving presentations.
  3. Excellent written communication skills, evident in application materials.
  4. Experience using Microsoft Office Suite as demonstrated on application materials.
Preferred Qualifications
  1. Bachelor’s degree.
  2. Experience working with diverse populations, particularly a higher education setting.
Additional Candidate InstructionsA complete application online application includes:
  • Resume
  • Cover letter
  • Names and contact information for three professional references
Only complete application packages submitted online will be considered.
  • Application review begins Monday, May 20, 2024, and will continue until a qualified pool of applicants is identified.
Contact Information to ApplicantsJacque McKenna, jmckenna@ku.eduAdvertised Salary Range$43,680Work ScheduleM-F, 8a-5pApplication Review BeginsMonday May 20, 2024Anticipated Start DateMonday June 10, 2024Apply to Job

Organization

Working at the University of Kansas 

Join the University of Kansas, and you’ll become part of a Jayhawk family that spans the globe. Wear your KU shirt in London, Istanbul, Buenos Aires, Nairobi or anywhere else, and you will likely hear a resounding “Rock Chalk!” from a stranger. Of course, the appropriate response is an enthusiastic “Jayhawk!” Because, after all, they’re not really strangers, they’re family.

The Jayhawk community is united by more than 150 years of tradition and by our commitment to pushing the boundaries of knowledge, transforming the academic experience, and creating solutions through innovative research. KU’s mission is to lift students and society by educating leaders, building healthy communities and making discoveries that change the world.  

The University of Kansas is the state’s flagship university and one of just 66 invited members of the prestigious Association of American Universities (AAU). We consistently earn high rankings for academics and recognition as a premier research university.

KU faculty and staff embrace our role as the state’s flagship university, AAU member and R1 institution that serves the state, nation and world. We celebrate the energy and compassion that infuse the Jayhawk spirit; and, we remain true to KU’s historic values: the elevating force of education, the transformative power of research and the healing power of service.

Diversity, Equity, Inclusion, and Belonging 

The University of Kansas is committed to a learning and workplace environment that is representative of our nation and global society, accepts and values everyone, appreciates our common humanity and understands that our multiple differences are the cornerstone of academic preparation, professional excellence and distinction. KU must be a place where all people feel they belong and have access to resources and support that help them attain their educational and professional goals.

We recognize there are inequalities and privileges generated by historical and persistent intersecting differences by race, ethnicity, gender identities, gender expressions, sexual orientation, socio-economic status, age, abilities, religion, regional background, veteran status, citizenship status and nationality. And we hold ourselves accountable for policies, processes and programs that appreciate these and other differences and create more fair, safe and just learning, working and living environments for KU students, faculty and staff.

Instruction 

KU offers a broad array of undergraduate and graduate study programs, and we fulfill our mission through academic and research programs of international distinction, coupled with outstanding libraries, teaching museums and information technology. These resources enrich the academic experience for students from all 50 states and 112 countries, and provide enrichment resources for KU faculty and staff.

Research 

The university attains high levels of research productivity and recognizes that faculty are part of a network of scholars and academicians that shape a discipline as well as teach it. KU staff are integral to our research success, participating in and supporting discoveries that expand knowledge and improve lives.

Service 

The university and our employees serve society through research, teaching and the preservation and dissemination of knowledge. KU's academic programs, arts facilities and public programs provide cultural enrichment opportunities for the larger community. And, KU offers educational, research and service programs throughout the state. KU employees are encouraged to participate in and serve the campus and surrounding communities in a way that is meaningful to them.

International Dimension 

KU offers more than 100 programs of international study and cooperative research for KU students and faculty at sites around the world. The university offers teaching and research that draw upon and contribute to the most advanced developments throughout the United States and abroad. At the same time, KU's extensive international ties support economic development in Kansas.

Values 

The University of Kansas, our students and employees are committed to excellence. We foster a multicultural, inclusive environment in which the dignity and rights of individuals are respected. Intellectual diversity, integrity and disciplined inquiry in the search for knowledge are of paramount importance.

Our City and State 

KU sits atop Mt. Oread in the center of Lawrence, a town full of natural beauty and culture. In fact, Rolling Stone magazine named Lawrence one of the best college towns in the United States. Lawrence is home to more than 100,000 people, and has a charming, Midwestern friendliness that welcomes visitors and celebrates diversity. In addition to KU, Lawrence is home to Haskell Indian Nations University, the premiere tribal university in the United States.

Lawrence’s historic and thriving downtown features restaurants, nightlife and local shops offering unique finds that you won’t find anywhere else. The town has more than 50 parks, an encompassing mixed-use trail, and quick access to biking/hiking trails along the Kansas River and around Clinton Lake. A five-minute drive from Lawrence, Clinton Lake offers fishing, boating, beaches, camping and other outdoor activities.

Located just 40 minutes west of Kansas City, Lawrence offers the appeal of a mid-size, suburban town with quick access to the amenities of a large city, including an international airport. The Kansas City metro area is home to world-class museums and cultural activities, Jazz clubs and other nightlife venues, expansive shopping options, and exciting professional sports with the Kansas City Chiefs, Kansas City Royals and Sporting KC.

Kansas is in the center of the country, making it convenient and cost effective to fly or drive to destinations throughout the United States. Far from flat, the Flint Hills, just 90 minutes from Lawrence, offer panoramic vistas that showcase the breathtaking beauty of America.

Making KU Your Home 

Something about Lawrence is magnetic. Long-time residents are never surprised when a KU student or employee from out of state decides to make Lawrence their permanent home. And, even those who do leave often find themselves returning to “the nest” at some point in the future. In fact, Lawrence has been named by several publications as one of the best places to retire.

At the University of Kansas, you’ll join a global Jayhawk family and find a place to call home.

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