**INTERNAL ONLY** Business Coordinator, Front Desks & Administration

27473BR

Housing Office Administration

Position Overview

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

KU Housing Administration is searching for a Business Coordinator, Front Desks & Administration in Housing & Residence Life.  This position is open for current Housing Administration staff as well as other internal KU employees. The Business Coordinator, Front Desks & Administration in Housing & Residence Life reports to the Director of Housing Services and oversees all front desk operations in on-campus housing facilities. This includes scheduling of employees, distribution of keys, facilitating routine audits of systems and records related to front desk management, and working with varying agencies to ensure efficient mail and package delivery to on-campus residents.  The Business Coordinator establishes customer experience training and standards for front desk operations, including over 400 part-time student hourly employees. The Business Coordinator supervises  2-4 full-time staff.

Additional duties of the Business Coordinator include coordinating tours  of housing facilities for prospective students and guests and assisting with summer camp and conference coordination to ensure seamless delivery of services that positively promote Housing areas.

Housing & Residence Life at the University of Kansas serves more than 5,500 residents in a variety of housing options and environments, operating on a $45+ million annual budget.

Job Description

50%    Front Desk Management & Administration

• Provides leadership to all front desk operations by documenting processes and procedures for all operations, and directly supervising 2-4 full-time staff who manage the day-to-day front desks functions.
• Ensures bi-weekly payroll is processed accurately and on-time for all front desk student employees.
• Oversees all aspects front desk student staffing, including processes to hire, train, supervise, and evaluate desk assistants in all residential communities.
• Collaborates with other Housing & Residence Life staff to ensure open lines of communication and continuous support for residents, prospective residents, and their families.
• Ensures front line staff act within relevant compliance rules and regulations (FERPA, PCI, NCAA, Clery, etc.) and maintain privacy with respect to student information.

• Reviews and evaluates operational processes, making suggestions for departmental changes and updates that increase efficiency and support staff and users of front desk operations. Create reports and/or presentations that include summaries and recommendations for improvement or to align with industry best practices.
• Serve as a lead use of enterprise systems, including CS Gold and RMS Mercury, to ensure that administration at front desks is routinely audited, system usage is being maximized, and that access is consistent with documented operating procedures.

• Plans and facilitate routine staff meetings with front desk staff, including administrative associates and student desk managers, in order to unify expectations, promote teamwork, and maintain working relationships with front desk team members.
• Coordinates tours of designated show rooms in order to highlight on-campus living.

• 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. 
• Receive phone calls, emails, and in-person visitors, and respond or forward to the appropriate staff member or unit promptly and professionally.
• Develops training for front desk student employees in order to emphasize consistency and highlight priorities for front desk management.
• Reviews and evaluates day-to-day operations in order to make recommendations for improvements and/or changes.
• Ensures quality control and customer standards are met at front desks through routine visits in all buildings and interacting with student and building staff.
• Collaborates with other Housing & Residence Life and campus colleagues to establish and implement efficiencies in work process and maintain effective communication across all relevant units.
• Communicates routinely and as needed with external stakeholders who interact with front desk operations, including areas such as campus locksmiths; custodial and maintenance staff; delivery drivers with UPS, FedEx, and Amazon; and the U.S Postal Service.
• Assists during prospective student visit days and orientation to represent Housing & Residence Life.

• Assists with oversight of the summer camp and conference program, including scheduling of facilities to maximize space.
• Provides administrative support to summer camps/conferences through key management and front desk scheduling. 

Required Qualifications

Preferred Qualifications

Contact Information to Applicants

Sarah Waters
[email protected]

Additional Candidate Instruction

A complete online application consists of:

• Cover letter showing how you meet the required and preferred qualifications.
• Resume
• Three professional references

• Application review begins Wednesday, March 27, 2024, and will continue until a qualified pool of applicants is received.

Advertised Salary Range

$54,000

Application Review Begins

27-Mar-2024

Anticipated Start Date

15-Apr-2024

Primary Campus

University of Kansas Lawrence Campus

FLSA Status

Administrative

Employee Class

U-Unclassified Professional Staff

Job Family

Administrative/Management-KUL

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 person has been designated to handle inquiries regarding the nondiscrimination policies and is the Title IX coordinator for all KU and KUMC campuses: Associate Vice Chancellor for Civil Rights and Title IX, [email protected], Room 1082, Dole Human Development Center, 1000 Sunnyside Avenue, Lawrence, KS 66045, 785-864-6414, 711 TTY.