Administrative Associate, Facilities Operations

• 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.

• 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.

• 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.

• 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.

• Attends meetings as assigned.
• During peak times, assists with the centralized call center to address calls and assist other areas in Housing & Residence Life.

1. This position requires working on-site.
2. Valid Driver's License at time of hire and throughout duration of employment.

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, including Microsoft Office Suite.

1. Bachelor's degree
2. Knowledge of materials, methods, and practices used in maintenance and custodial fields, as evidenced in application materials.
3. Experience working in a higher education setting, as evidenced by previous work history.

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

Only complete applications will be considered.
Application review begins Monday, October 5,2026. and will continue until a qualified pool of applicants are identified.