Student Office Assistant
Position Overview
Housing & Residence Life provides comprehensive housing services for students at the University of Kansas, supporting both on-campus residential communities and broader student housing needs. The Office Assistant position supports front-facing administrative operations and the physical space readiness efforts of Housing & Residence Life. This role is responsible for customer service at the main office, administrative and data support, and space verification and audit work critical to August move-in, camps, conferences, and ongoing housing operations.
This role requires availability during the summer months, with the opportunity to work increased hours to support peak operational periods, including summer conferences, facilities preparation, and August move-in. The selected candidate is expected to continue employment throughout the academic year.
This position offers students hands-on experience in office administration, facilities coordination, and Student Affairs operations while developing professional communication, organizational, and problem-solving skills.
Work is performed on-site and may require movement throughout housing facilities.
This role requires availability during the summer months, with the opportunity to work increased hours to support peak operational periods, including summer conferences, facilities preparation, and August move-in. The selected candidate is expected to continue employment throughout the academic year.
This position offers students hands-on experience in office administration, facilities coordination, and Student Affairs operations while developing professional communication, organizational, and problem-solving skills.
Work is performed on-site and may require movement throughout housing facilities.
Job Description
35% – Front Desk & Customer Service Support
- Serve as a first point of contact for students, staff, and visitors.
- Greet and assist walk-in guests in a professional and welcoming manner.
- Answer and respond to general office email inquiries in a timely and professional manner, routing messages to appropriate staff as needed.
- Answer incoming phone calls, transfer calls appropriately, and take accurate messages.
- Effectively direct visitors and students to appropriate KU Housing & Residence life resources.
- Maintain general knowledge of Housing & Residence Life services and know when to escalate or refer questions.
- Keep the front desk and shared office spaces clean and organized.
- Understand and follow all relevant compliance rules and regulations (FERPA, PCI, NCAA, Clery, Minors on Campus etc.) and maintain privacy with respect to student, staff, and guest information.
- Record and verify all rooms with furniture provided by Housing & Residence Life.
- Measure and document room dimensions and features, including bed heights, closets, dressers, windows, and other furnishings.
- Set up, move, and reconfigure furniture within residential spaces as needed.
- Audit and track supplies located in common spaces and housing buildings.
- Organize, track, and record the status of Housing & Residence Life Temporary Access Cards.
- Assist with key audits and manage building access for camps, conferences, and special programs.
- Assist with resident verification processes and basic data analysis.
- Prepare residency verification letters using approved templates and ensure accuracy of documentation.
- Support administrative coordination, calendar invites, and internal documentation.
- Utilize Housing & Residence Life systems and related platforms to organize, update, and maintain housing information by academic year.
- Leverage Microsoft Copilot and other approved technology tools to support drafting, editing, data organization, and workflow efficiency.
- Assist with scholarship hall related administrative tasks.
- Sort, forward, or shred mail according to departmental procedures.
- Communicate with staff regarding package arrivals and coordinate outreach for unclaimed mail.
- Manage staff mailboxes and maintain organization of mail, posters, and shared materials.
- Process posters within established timelines (2–3 business days), including stamping, distribution, and coordinating pickup with Residence Life staff.
- Assist with content creation for websites, newsletters, or social media, including drafting ideas, writing, and capturing photos or videos.
- Support recruitment events, Desk Operations, and Camps/Conferences as opportunities arise.
- Update and edit written copy for internal or departmental use as assigned.
- Perform other related duties as assigned to support departmental needs.
Required Qualifications
- Must have a year or more of attendance at KU by the Summer of 2026 as evidenced by application materials.
- Must have some weekday availability – Monday through Friday between the hours of 9am – 3pm.
- Strong written and verbal communication skills as evidenced by application materials and interview process.
- Required to work on-site.
Preferred Qualifications
- Basic familiarity with Microsoft Office, including Excel, and an interest in learning tools like Microsoft Copilot.
- Possession of a valid driver’s license by the time of hire and maintain the license throughout employment.
- Interest or some experience in office work, customer service, or supporting students.
- Previous experience with Housing & Residence Life or other student services.
- Summer hour Availability.
Position Requirements
During the semester term of the appointment, the student hourly must be enrolled in no fewer than 6 credit hours. For summer periods the student hourly must: (1) have been enrolled in no less than 6 hours in the past spring semester or (2) be pre-enrolled in the upcoming fall semester in no less than 6 hours or (3) be enrolled in summer session or (4) be admitted to study in the upcoming fall semester. Student Hourlies may be undergraduate or graduate students. (Exceptions granted for GRA/GTA/GA appointments DO NOT apply to Student Hourly appointments).
Employment Conditions
(1) Student employees are not eligible for remote work arrangements unless an exception is approved by the unit leadership and HR.
(2) This is an hourly/non-exempt position. A student employee cannot hold an hourly/non-exempt position and a salaried/exempt graduate or undergraduate position (GRA/GTA/GA/RUA/RGA) concurrently.
(2) This is an hourly/non-exempt position. A student employee cannot hold an hourly/non-exempt position and a salaried/exempt graduate or undergraduate position (GRA/GTA/GA/RUA/RGA) concurrently.
Additional Candidate Instructions
In addition to the online application, the following documents are required to be considered for this position:
This position has a start date of August 10th, with the option to begin during Summer 2026.
- A cover letter addressing how required and preferred qualifications are met.
- Resume or curriculum vitae.
- Contact information for three professional references
This position has a start date of August 10th, with the option to begin during Summer 2026.
Contact Information to Applicants
Aubree Chavez-Gregory
aubreechavezgregory@ku.edu
aubreechavezgregory@ku.edu
Advertised Salary Range
$13.00 per hour
Anticipated Start Date
Monday August 10, 2026