The University of Kansas · 1 day ago
Administrative Associate-Occupancy Management
Lawrence, KS
Full-time
Onsite
Entry Level
$40K/yr - $40K/yr
2+ years expThe University of Kansas is seeking an Administrative Associate for Occupancy Management to join their Housing Services group in Housing & Residence Life. This role involves coordinating housing assignments and providing customer service for both prospective and current students, ensuring a welcoming environment for residents and their families.
Communities
Responsibilities
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
Receive phone calls, emails, and in-person visitors, and respond or forward to the appropriate staff member or unit promptly and professionally
Understand and follow 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. Assists in
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
Qualification
Required
High School diploma or GED equivalency and two (2) years of office experience or two (2) years of post-secondary education
Two (2) years of office experience to include experience in the following: General office and administrative support work to include in-person and telephone contact duties
Experience with basic computer systems and operations
Experience with Microsoft Outlook, PowerPoint, and Excel
Excellent written communication skills, evident in application materials
Preferred
Bachelor's degree
Experience using a broad range of relational computer database applications, as demonstrated in application materials
Experience working in a higher education setting, as demonstrated by previous work history
Company
The University of Kansas
The University of Kansas is a major comprehensive research and teaching university and a center for learning, scholarship, and creative endeavor.
10001+ employees
H1B Sponsorship
The University of Kansas has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (74)
2024 (57)
2023 (51)
2022 (52)
2021 (47)
2020 (38)
Funding
Current Stage
Late StageLeadership Team
Abhinay Dumpa
Pre Health Professions Organization Co-founder and Secretary
Albert Park
Co-Founder
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