Administrative Associate, Occupancy Management

University of Kansas; Lawrence (KS); On-site; USD 42,000 - 54,000; Full time

Job summary

University of Kansas is seeking an Administrative Associate for Occupancy Management within Housing & Residence Life. The role coordinates room assignments, manages occupancy processes, and supports summer conferences, working with 2-4 full-time staff to ensure smooth operations.

Responsibilities include daily inquiries, data entry, reporting, and maintaining billing accuracy. Strong written communication and teamwork across units are essential for success in this customer‑facing role.

Qualifications

• High School diploma or GED.
• Two years of office experience.
• Two years of experience with basic computer systems.
• Proficient with Microsoft Outlook, PowerPoint, and Excel.
• Excellent written communication skills.

Responsibilities

• Coordinate occupancy management and housing assignments for on-campus housing.
• Handle day-to-day office duties, responding to emails and calls promptly.
• Assist with room changes, openings/closings, and billing data accuracy.
• Provide information on housing options, deadlines, features, and costs.
• Enter data, generate reports, and reconcile records as needed.
• Support summer conferences and guest housing as required.
• Maintain compliance with FERPA, PCI, NCAA, Clery, and related rules.

Skills

Excellent written communication

Office experience

Education

High School diploma or GED

Two years of post-secondary education

Tools

Microsoft Outlook

PowerPoint

Excel

Job description

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.

Job Description

65% Occupancy Management

• 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.

25% Customer and Administrative Support

• 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.

10% Service Desk Operations

• 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.

Position Requirements

1. This position requires working on-site.

Required Qualifications

1. High School diploma or GED equivalency and two (2) years of office experience or two (2) years of post-secondary education.
2. Excellent written communication skills, evidenced in application materials
3. Two years' experience general office and administrative support work to include in-person and telephone contact duties.
4. Two years' experience with basic computer systems and operations.
5. Two years experiences with Microsoft Outlook, PowerPoint, and Excel.

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 procedures and is the Title IX Coordinator for all KU and KUMC campuses: Associate Vice Chancellor for the Office of Civil Rights and Title IX, [e-mail], Room 1082, Dole Human Development Center, 1000 Sunnyside Avenue, Lawrence, KS 66045, 785-864-6414, 711 TTY. Reports can be submitted by contacting the Title IX Coordinator as provided herein or using the Title IX online report form and complaints can be submitted with the Title IX Coordinator or using the Title IX online complaint form.