Residence Hall Administrative Assistant

University Of Kansas Lawrence , KS 66045

Posted 1 week ago

Job Description:

Service Desk Operations 45%

  • Directly supervises three front desk operations and serve as primary resource person for the desk operations, staff and residents.

  • Directly supervise student manager of Hashinger Theater and others under direct area of responsibilities.

  • Responds to inquiries, questions and concerns from students and parents and triages them to others when necessary.

  • Plans and directs activities for a staff of student hourly desk assistants including hiring, training, bi-monthly staff meetings and performance evaluation toward a goal of outstanding customer service.

  • Documents activities related to job action

  • Schedules desk assistant, security monitor, and other student work shifts.

  • Completes payroll and time entry for a bi-weekly payroll.

  • Resolve complaints related to the functions of the front desk.

  • Facilitate ongoing training and development initiatives for staff.

  • Works in conjunction with the Administrative Assistant for Occupancy management to oversee key management including audits of key inventory and the lock-out process

  • Responsible for oversight of mail processing system that occurs at the front desk. This includes sorting, forwarding maintenance of a log of packages received and delivered.

  • Responsible for the oversite of the security management of the front desk. This includes: documenting security incidents; responsible for maintenance and oversight of security logs, security reports, guest check-in logs, log of students banned from complex/building.

  • Responsible for training staff in use and activation of building access system for residents and guests.

  • Fire Safety awareness and support including understanding fire systems and compliance with staff training.

  • Assists with information gathered from security camera installations as assigned.

  • Trains student staff to assists with completing maintenance requests as necessary.

General Administration 45%

  • Responsible for ensuring a welcoming environment at the main desk through trained personnel, well-stocked and attractive brochure displays, and a clean and organized environment.

  • Oversees the opening and closings of the front desks. Serves as the event/reservations coordinator for spaces in the complex, maintaining a facility reservation system for internal and external individuals and or groups/campus partners.

  • Assist with the opening and closing processes of the area residence halls including early arrival support.

  • Maintains orderly and effective desk operations, including supplies, equipment, and forms inventory.

  • Pick up campus mail from the Student Housing central office and deliver to each area hall in timely manner.

  • Maintains appropriate office and department records and files.

  • Supports KU Summer Conference activities in assigned areas including summer desk, mail and conference support.

  • Completes special projects or other duties as assigned by supervisor or appropriate senior staff.

  • Meet weekly with administrative assistant team and supervisors.

  • Attend on-going professional development training.

  • Represent KU Student Housing at informational fairs or other customer service events for prospective students when requested.

  • Serve as a team liaison or project lead for the hiring and selection of desk assistant staff, management of scheduling software, desk assistant global training and development.

Additional Duties 10%

  • Serves on work groups, completes special projects, reviews operations and makes recommendations and other miscellaneous administrative duties as assigned by supervisor or other senior Student Housing staff.

Required Qualifications

  • High School diploma or GED equivalency and one year of office experience or one year of post-secondary education.

  • One year 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

Preferred Qualifications

  • Bachelor's degree

  • Experience using a broad range of relational database applications specific to KU Student Housing and the university

  • Experience working in a diverse environment, particularly a higher education setting

  • Must be confident end-user of enterprise software programs and systems.

  • Valid driver's license.

  • Experience as a staff member or student at the University of Kansas, Lawrence

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Residence Hall Administrative Assistant

University Of Kansas