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Form of workThe Administrative Associate works as a collaborative team member on the Housing Services team to support administrative and occupancy tasks. This position is supervised by the Director of Housing Services and works closely with several senior staff members to assist with coordination of summer camps and conferences, student recruitment and tours, and scholarship administration.
The Administrative Associate must understand and be able to share and explain Housing & Residence Life policies and procedures, plus have the ability to maintain confidentiality and be solution-focused. The incumbent must have a strong ability to problem solve while working in a public-facing, collaborative, fast-paced environment with rapidly changing priorities.
Housing & Residence Life houses approximately 5500 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 from diverse backgrounds and identities through representative staff and equitable policies.
Job Description25% Customer and Administrative Support- Provide administrative support to the Director for Housing Services, Assistant Director for Housing & Administration, and Coordinator for Communications.
- Receive phone calls, emails, and in-person visitors, and respond or forward to the appropriate staff member or unit promptly and professionally.
- Assist with management of website content and professional social media.
- Coordinate the reservations and use of conference rooms and public spaces within the housing communities.
- Understand and follow all relevant compliance rules and regulations (FERPA, PCI, NCAA, Minors on Campus, etc.) and maintain privacy with respect to student, guest, and donor information.
- Provide information to inquiries and resolve issues/questions personally, when possible.
- May refer issues relating to policy or more complex situations to senior staff or other campus offices as appropriate.
- Review and evaluate day-to-day operations in order to make recommendations for improvements and/or changes.
- Provide administrative support to initiatives involving parent and family members of residential students to assist families with the transition and adjustment to university life.
- Maintain inventory and supplies for designated areas, including the ordering of supplies through centralized processes.
- Provide support for the planning and execution of events, programs, and workshops as needed.
- Complete special projects or additional related duties as assigned.
25% Summer Camps, Conferences, and Guest Housing Programs
- Provide overall administrative support to the summer camp and conference program, including serving as point of contact for internal and external offices, oversight of summer program contracts, and maintaining the conference schedule.
- Schedule and facilitate pre-arrival meetings to confirm group needs and logistics.
- Reconcile data to ensure timely and accurate billing and record keeping for all related operations.
- Oversee the leasing and management of guest housing units managed by Housing & Residence Life, including billing processes.
20% Student Recruitment and Tours
- Coordinate activities with senior Housing & Residence Life and other university staff that will directly help recruit and retain students (group tours, open houses, Admissions events, regular tours, etc.).
- Assist in the development, refinement, and presentation of information to support strategic marketing, recruitment, communication, and retention initiatives.
- Provide information about Housing & Residence Life to other campus partner offices in both scheduled and informal presentations/settings.
20% Scholarship Support and Stewardship
- Provide administrative support for Housing & Residence Life’s scholarships, including recruiting applicants, coordinating review committees, and awarding of over $200,000 in scholarships annually to on-campus students.
- Assist with tours for alumni and donors to create strong ties between scholarship recipients and their benefactors.
- Under the direction of senior Housing & Residence Life staff, complete stewardship outreach and engagement to donors, including web or social media updates, stewardship letters, and other marketing outreach efforts.
10% Human Resources
- Coordinate human resource processes for assigned areas, including recruitment, hiring, and onboarding of employees for positions such as summer conference coordinators, conference assistants, and student tour guides.
- Establish schedules and approve time for student employees, as needed.
Required Qualifications
- High School diploma or completion of G.E.D. equivalency, plus two years of relevant experience; or two years of post-secondary education.
- Experience with public speaking and/or experience giving presentations.
- Excellent written communication skills, evident in application materials.
- Experience using Microsoft Office Suite as demonstrated on application materials.
- Bachelor’s degree.
- Experience working with diverse populations, particularly a higher education setting.
- Resume
- Cover letter
- Names and contact information for three professional references
- Application review begins Monday, May 20, 2024, and will continue until a qualified pool of applicants is identified.
