Student Desk Assistant

University of Kansas•Lawrence, KS

10d•Onsite

About The Position

The Desk Assistant is an hourly student staff member within Housing & Residence Life, directly supervised by an assigned Administrative Associate and indirectly supervised by the Business Coordinator for Front Desks & Administration. Desk Assistants provide high-quality customer service while supporting administrative functions and maintaining facility security within a residence community. As the primary point of contact for residents, guests, families, and campus partners, Desk Assistants play a key role in creating a welcoming and supportive living environment. Working collaboratively with other paraprofessional student staff, Desk Assistants maintain confidentiality, uphold departmental policies and procedures, and contribute to the daily operations that support student success and community well-being. Through professionalism, positive engagement, and attention to detail, Desk Assistants help foster an academically supportive and welcoming residential experience. Desk Assistants work year-round at the front desk of each residential community, including holidays and breaks. This position supports high-traffic times during the year, such as move-in, move-out, visit days, and camps and conferences. As a representative of Housing & Residence Life, Student Affairs, and the University of Kansas, Desk Assistants demonstrate a commitment to the Mission and Values of Housing & Residence Life. Our Mission Building learning-centered communities through individual support and respect. Our Central Values We advance KU's mission with: Engaging communities. Vibrant physical spaces. Effective administration.

Requirements

Minimum of 8 hours per week
Required availability during holidays, academic breaks, weekdays, evenings, overnights, and weekends.
Work schedules may be assigned and adjusted throughout the academic year.
Ideal candidates demonstrate flexibility and availability across a variety of shifts and break periods.
Experience utilizing the Microsoft Office suite of software and applications as shown in application materials.
Able to attend all mandatory, in-person orientation and departmental training sessions.
Be in good academic standing at the University of Kansas.
Prior work experience involving customer service and administrative duties as shown in application materials.
Demonstrated ability to manage work tasks in a fast-paced environment with rapidly changing priorities as shown in application materials.
Direct experience with KU Housing & Residence Life, with priority given to applicants who have lived or currently live in on-campus housing.
Has a working knowledge of spoken English for everyday communication as shown in application materials.
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.
Ability to lift up to 25 pounds and perform routine physical tasks associated with front desk operations.

Nice To Haves

Priority given to applicants who have lived or currently live in on-campus housing.

Responsibilities

Perform administrative tasks related to hall occupancy, including issuing keys and temporary access cards, executing check-ins/check-outs, handling lockouts, and facilitating equipment check-outs.
Receive, sort, log, and securely distribute daily mail and packages utilizing StarRez software.
Maintain accurate inventories using online systems, complete data entry, run print jobs, and handle general clerical tasks to keep the desk organized and clean.
Coordinate incoming/outgoing desk communications, answer general questions, and serve as the central information resource for the building.
Maintain regular communication with direct supervisors, fellow Desk Assistants, Desk Operations, and broader Residence Life/Housing staff. Complete special assignments as directed.
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.
Maintain a welcoming, approachable, and professional front desk environment.
Build positive relationships with residents, staff, and guests through regular interaction.
Warmly greet all visitors, answer phone lines, and proactively assist with questions or concerns.
Demonstrate professionalism by treating all individuals with respect and courtesy, showing consideration for the perspectives, experiences, property & contributions of others.
Assist with tours and provide information at the Daisy Hill Commons and during other events, utilizing a broad knowledge of various campus communities.
Monitor the building's card access system and security cameras to ensure community safety.
Manage entry for residents, approved staff members, and official tour groups, including during special events.
Maintain familiarity with building layouts to direct emergency responders, residents, and guests during critical events.
Execute emergency protocols as taught in mandatory trainings.
All incidents occurring during shifts should be responded to as outlined in Housing department procedures and formally documented appropriately. This requires logging information in the desk communication log, notifying on-call staff and Desk Operations, and submitting formal incident reports through Maxient in accordance with the departmental reporting structure.
Serves as a mandatory reporter under Title IX and a Campus Security Authority (CSA) under the Clery Act.
Maintain strict Federal Educational Rights and Privacy Act (FERPA) compliance, protecting student data and confidentiality in all instances.
Model good judgment, ethical behavior, and consistent adherence to all laws and campus policies.
Remain familiar with and consistently enforce all standard policies and procedures of the University of Kansas and Housing & Residence Life.
Act as a positive ambassador for Housing & Residence Life, Student Affairs, and the University of Kansas at all times.
Show a strong willingness to learn, collaborate, and support Housing & Residence Life initiatives during the academic year, transition periods, and special projects.
Positively participate and contribute to required trainings, monthly department meetings, supervisor meetings, ongoing departmental communication, and the annual performance evaluation process.
Provide support for special events and operational needs beyond regular front desk responsibilities, including move-in, move-out, conferences, and other departmental initiatives.
Participate in orientation, staff development and training sessions, and regularly scheduled staff meetings.