Student Desk Assistant

Student Desk Assistant | University of Kansas

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. Building learning-centered communities through individual support and respect. We advance KU's mission with: Engaging communities. Vibrant physical spaces. Effective administration.

• Engaging communities.
• Vibrant physical spaces.
• Effective administration.

The Desk Assistant position begins Aug 1, 2026, and will continue through August 28, 2027, with the possibility of extending employment based on departmental need & the applicants standing within the role. Limited flexibility in start and end dates may be considered; these accommodations would be mutually agreed upon. In addition to the responsibilities outlined in the position description, a Desk Assistant is required to participate in orientation, staff development and training sessions, and regularly scheduled staff meetings. Exceptions may be granted by Administrative Associates in consultation with the Business Coordinator. Due to the operational demands and scheduling nature of this role, the Desk Assistant position does not typically allow for concurrent involvement with practicums, internships, regular student teaching, or additional student employment within the University. Advance written approval from the Assistant Director for Housing Services must be obtained before participating in any outside commitments. It is imperative that Desk Assistants maintain good standing with the University and Housing & Residence Life. Desk Assistants are subject to progressive discipline up to and including termination in the event that they violate any policies, procedures and regulations of Housing & Residence Life and of The University of Kansas, including, but not limited to, the Terms and Conditions of the Housing & Residence Life Contract, Student Code of Rights and Responsibilities, KU Human Resources policies, and the Housing & Residence Life Handbook.

Responsibilities Include, But Are Not Limited To:

40% Administrative Duties:

• Occupancy Logistics: 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.
• Mail & Packages: Receive, sort, log, and securely distribute daily mail and packages utilizing StarRez software.
• Operations Support: Maintain accurate inventories using online systems, complete data entry, run print jobs, and handle general clerical tasks to keep the desk organized and clean.
• Information Hub: Coordinate incoming/outgoing desk communications, answer general questions, and serve as the central information resource for the building.
• Team Collaboration: Maintain regular communication with direct supervisors, fellow Desk Assistants, Desk Operations, and broader Residence Life/Housing staff. Complete special assignments as directed.
• Data Sensitivity: 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.

25% Customer Service

• Reception & Rapport: Maintain a welcoming, approachable, and professional front desk environment. Build positive relationships with residents, staff, and guests through regular interaction.
• Inquiry Response: Warmly greet all visitors, answer phone lines, and proactively assist with questions or concerns.
• Professional Conduct: Demonstrate professionalism by treating all individuals with respect and courtesy, showing consideration for the perspectives, experiences, property & contributions of others.
• Campus Outreach: Assist with tours and provide information at the Daisy Hill Commons and during other events, utilizing a broad knowledge of various campus communities.

25% Policies, Safety, & Security Enforcement

• Access & Surveillance: 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.
• Emergency Preparedness: Maintain familiarity with building layouts to direct emergency responders, residents, and guests during critical events. Execute emergency protocols as taught in mandatory trainings.
• Incident Reporting & Communication: 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.
• Mandatory Reporting: Serves as a mandatory reporter under Title IX and a Campus Security Authority (CSA) under the Clery Act.
• Data Privacy: Maintain strict Federal Educational Rights and Privacy Act (FERPA) compliance, protecting student data and confidentiality in all instances.
• Integrity: Model good judgment, ethical behavior, and consistent adherence to all laws and campus policies.
• Policy Enforcement: Remain familiar with and consistently enforce all standard policies and procedures of the University of Kansas and Housing & Residence Life.

10% Departmental Engagement

• University Representation: Act as a positive ambassador for Housing & Residence Life, Student Affairs, and the University of Kansas at all times.
• Operational Flexibility: Show a strong willingness to learn, collaborate, and support Housing & Residence Life initiatives during the academic year, transition periods, and special projects.
• Meetings & Trainings: Positively participate and contribute to required trainings, monthly department meetings, supervisor meetings, ongoing departmental communication, and the annual performance evaluation process.
• Department Initiatives & Events: Provide support for special events and operational needs beyond regular front desk responsibilities, including move-in, move-out, conferences, and other departmental initiatives.

Candidates must be available for the following training dates: In-Person Fall Training: August 12 & 13, 2026, 9am-4pm

Required Qualifications

1. Ability to work a minimum of 8 hours per week, with 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.
2. Experience utilizing the Microsoft Office suite of software and applications as shown in application materials.
3. Able to attend all mandatory, in-person orientation and departmental training sessions.
4. Be in good academic standing at the University of Kansas.

Preferred Qualifications

1. Prior work experience involving customer service and administrative duties as shown in application materials.
2. Demonstrated ability to manage work tasks in a fast-paced environment with rapidly changing priorities as shown in application materials.
3. Direct experience with KU Housing & Residence Life, with priority given to applicants who have lived or currently live in on-campus housing.
4. Has a working knowledge of spoken English for everyday communication as shown in application materials.

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.