Administrative Associate, Facilities Operations

University of Kansas; Lawrence (KS); On-site; USD 42,000 - 52,000; Full time

Job summary

University of Kansas is seeking an Administrative Associate for Facilities Operations to support the Housing & Residence Life Facilities team. You will handle scheduling, communications, and coordination of maintenance and custodial activities in on-campus housing facilities, ensuring timely and accurate information flow to students and staff.

The role requires strong organizational skills, problem-solving, and the ability to manage multiple projects in a fast-paced environment, with

Qualifications

• High School diploma or GED and two years of office experience or two years of post-secondary education.
• Excellent written communication skills as evidenced in application materials.
• Two years of general office and administrative support work including in-person and telephone duties.

Responsibilities

• Coordinate project schedules, meetings, and calendar items using Outlook and email.
• Assist with budget tracking and submitting invoices for payment.
• Manage room turns, maintenance notifications, and oversight of facilities operations inquiries.
• Maintain filing systems and key/furniture records for on-campus facilities.
• Assist with recordkeeping and compliance documentation related to FERPA, PCI, Clery, and NCAA.

Skills

Written communication

Office experience

Customer service

Microsoft Office

Education

High school diploma or GED

Two years of post-secondary education

Tools

Microsoft Office Suite

Job description

Administrative Associate, Facilities Operations

Position Overview

The Administrative Associate for Facilities Operations supports the Housing & Residence Life Facilities 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 (HRL) requirements, policies, and practices relating to facilities, housing operations, and building management. This position is the primary administrative contact for the HRL Facilities Operations team, while also working closely with other areas within Housing & Residence Life to ensure coordinated responses that support students and guests living on campus. 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 and summer turn cycle. 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 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.

Job Description

35% Customer & Administrative Support

• Serves as a primary contact for the Housing & Residence Life Facilities 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, including tracking of expenditures for both small and large projects.
• Submits invoices to Housing’s financial area for review and payment.
• Coordinates and manages supplies and equipment ordering, ensuring that internal budgets are followed through budget reconciliation, generating budget reports, and processing all invoices for payment within established parameters.
• Manages reconciliations for assigned suppliers for services within HRL communities.
• Processes purchase requisitions through university financial systems and provide appropriate funding cost centers for purchases for HRL while ensuring purchasing guidelines are followed.
• Understands and follows all relevant compliance rules and regulations (FERPA, PCI, Clery, NCAA, Endowment, etc.) and maintains privacy with respect to student information and other requirements.

25% Oversight & Reporting

• 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 StarRez, 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.

20% Unit Turns & Preparation

• Works collaboratively to oversees the coordination of all maintenance and custodial turns for, designated areas 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, address concerns, pick up supplies, and get gas in vehicles when needed.
• Serves as an on-going contact for maintenance needs and custodial issues.
• 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.

15% Project Administration

• 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 prepare 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.

5% Other Assigned Duties

• 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

• High School diploma or GED equivalency and two (2) years of office experience or two (2) years of post-secondary education.
• Excellent written communication skills, evidenced in application materials
• Two years' experience general office and administrative support work to include in-person and telephone contact duties.
• Two years' experience with basic computer systems and operations, including Microsoft Office Suite.

Preferred Qualifications

• Knowledge of materials, methods, and practices used in maintenance and custodial fields, as evidenced in application materials.
• Experience working in a higher education setting, as evidenced by previous work history.

Additional Candidate Instructions

In addition to the online application, the following documents are required to be considered for this position:

• Cover letter describing how you meet the required and preferred qualifications.
• Resume
• List of three (3) professional references

• Department: Housing Office Administration
• Primary Campus: University of Kansas Lawrence Campus
• Assignment: On-Site
• Reg/Temp: Regular
• Employee Class: U-Unclassified Professional Staff