Administrative Associate Operations

27435BR

Housing Office Administration

Position Overview

The Administrative Associate for Operations supports the Housing & Residence Life Operations team, which is responsible for management and quality review of maintenance and custodial activity in all on-campus housing facilities. This position is responsible for schedule development and coordination; shares information by telephone, in person, and via email correspondence; and interprets and applies state, university, and Housing & Residence Life requirements, policies, and practices relating to facilities, housing operations, and building management.

This position is supervised by the Associate Director and is the primary administrative contact for the Housing & Residence Life Operations team, while also working closely with all areas within Housing & Residence Life. This position regularly interacts with other KU staff, vendors, contractors, students, parents, and guests.

This position assists with coordination of maintenance and cleaning turns in vacant units throughout the academic year, with primary responsibility for Sunflower Duplexes, guest, and live-in staff apartments throughout campus. The incumbent will manage multiple projects and deadlines to ensure that facilities are prepared and ready for occupancy. The incumbent must have a strong ability to problem solve while working in a collaborative, fast-paced environment with rapidly changing priorities.

Housing & Residence Life is strongly committed to promoting and supporting students from diverse backgrounds and identities through representative staff and equitable policies.

Job Description

30% Customer & Administrative Support

• Serves as a primary contact for the Housing & Residence Life Operations area, including oversight of the Operations general email account.
• Provides support in directing (in-person, phone, email, etc.) questions and inquiries regarding maintenance and custodial items in Housing facilities. Expedites problem-solving by effective referral.
• Sends outage and maintenance notifications to impacted areas, including emails to students and guests. Coordinates room entry for work inside units, as needed.
• Develops project schedules, creates and manages project meetings and appointments in Microsoft Outlook. Authors email correspondence to facilitate accurate and timely flow of information. Develops, edits, and submits scheduled regulatory reports. Develops and maintains Operations paper and electronic filing systems.
• Supports budgetary processes for the Operations area, including tracking of expenditures for both small and large projects. Submits invoices to Housing’s financial area for review and payment.
• Understands and follows all relevant compliance rules and regulations (FERPA, PCI, Clery, NCAA, etc.) and maintain privacy with respect to student information.

• Using Maximo work management software and the Microsoft Office suite of products, creates and generates schedules of planned and emergency work orders, scheduled projects, projects and reviews associated costs, and develops maintenance schedules for distribution to internal and/or external constituents.
• Regularly reviews service request activity with the Maximo maintenance management system, developing and providing a variety of internal management reports to help monitor progress of individual work orders, trends, or unresolved work orders.
• Enters and manages information in Housing and/or KU systems, such as RMS/Mercury, electronic key cabinets, CS Gold, security camera and databases, etc.
• Maintains key and furniture records and building finish inventories for all on-campus facilities.
• Maintains all records and logs of audits of Housing building systems to ensure compliance and routine maintenance area met. Follows up with stakeholders to gather data and ensure that requirements and recorded.
• Collects and prepares reports for review by senior Housing administration regarding building and maintenance needs within Housing & Residence Life facilities.

• Works collaboratively with an Assistant Director to oversees the coordination of all maintenance and custodial turns for Sunflower Duplexes, designated guest units, and staff apartments as units vacate and need prepared for occupancy. Ensures that all work is coordinated and furniture needs are handled.
• Keeps track of keys and building access for varying buildings and areas for all Housing staff.
• Drives a departmental vehicle to Housing buildings throughout campus to check issues and address concerns.
• Serves as an on-going contact for maintenance needs and custodial issues in Sunflower, guest, and staff apartments.
• Routinely organizes and assists with room turns throughout the academic year to ensure that spaces are prepared for re-occupancy by residential students. This includes coordination of summer camp and conference program room turns.

• 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, 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.

• Attends meetings as assigned.
• During peak times, assists with the centralized call center to address calls and assist other areas in Housing & Residence Life.

Position Requirements

• This position requires working on-site.
• Valid Driver’s License at time of hire and throughout duration of employment. 

Required Qualifications

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

Preferred Qualifications

Contact Information to Applicants

Doug Carter
[email protected]

Additional Candidate Instruction

A complete application consists of the online application, cover letter, resume, & 3 professional references.  Only complete applications will be considered.

• Application review begins, Monday, April 1, 2024, and will continue until a qualified pool of applicants is received.

Advertised Salary Range

$40,000

Application Review Begins

01-Apr-2024

Anticipated Start Date

29-Apr-2024

Primary Campus

University of Kansas Lawrence Campus

Employee Class

U-Unclassified Professional Staff

Job Family

Administrative Support-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.