Administrative Associate, Occupancy Management

Position Overview

The Administrative Associate for Occupancy Management works as a collaborative team member on the Housing Services group in Housing & Residence Life. This position shares job duties with 2-4 other full-time staff members in order to coordinate occupancy management (housing assignments) for all on-campus housing communities. Job duties of the Administrative Associate include overseeing the day-to-day management and customer service as it relates to room changes and assignments for both prospective and current students, as well as summer conference services.

The Administrative Associate is a primary contact point for incoming emails, calls, and visitors related to housing assignments and room types available in housing areas. This position is instrumental in providing a welcoming, customer focused environment for residential students, parents, and guests to Housing & Residence Life through their efficient management and oversight of information and tasks.

Housing & Residence Life at the University of Kansas is home to over 5000 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 during their time living on-campus.

• Responsible for the management of space and assignment functions for Housing & Residence Life (HRL) in the housing software database to maximize building use and resident satisfaction according to housing policies.
• Manages and oversees the occupancy processes for all opening and closing periods, including breaks, summer terms, early arrivals, and late stays.
• Assists with management of the enrollment verification process.
• Maintains and updates accurate data and records for all new and returning residents, including varying processes that run concurrently with different protocols.
• Maintains regular contact with appropriate staff to coordinate room readiness and maximize occupancy, including both before move-in and during the semester terms. Completes processes as directed to ensure accurate billing data.
• Provides answers to questions about HRL including specific communities, programs, deadlines, features, options, and costs.
• Compiles and enters data into a variety of formats and queries data systems to generate reports.
• Reconciles data to ensure accurate billing and record keeping. This includes potential personal follow-up with residents who need to cancel contracts to ensure accurate system data at the beginning of each term.

• Receives phone calls, emails, and in-person visitors, and respond or forward to the appropriate staff member or unit promptly and professionally.
• Understands and follows all relevant compliance rules and regulations (FERPA, PCI, NCAA, Clery, etc.) and maintain privacy with respect to student 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.
• Provides administrative support to summer camps/conferences, guest, and transition housing.
• Coordinates the reservations and use of conference rooms and public spaces within the housing communities.
• Works collaboratively with HRL Operations to notify students about seasonal and emergency maintenance and custodial plans/needs.
• Reviews and evaluates day-to-day operations in order to make recommendations for improvements and/or changes.
• Coordinates activities with senior HRL and other university staff which will directly help recruit and retain students to HRL (group tours, open house, Admissions events, regular tours, etc.)
• Completes special projects or additional related duties as assigned.

• Serves as back-up to support multiple front desk operations and serves as resource person for the desk operations, staff, and residents.
• Completes payroll and time entry for a bi-weekly payroll, as needed.
• Oversees key management including audits of key inventory and the lock-out process.
• Ensures that all administrative processes are completed during student move-in and move-out periods, including updates to the housing management system.
• Responds to inquiries, questions and concerns from students and parents and triages them to others when necessary. Resolve complaints related to the functions of the front desk.

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