Administrative Associate, Facilities Operations

We need to produce HTML fragment with headings

for sections: About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule. Only include sections that have real specific content. We must not repeat job title as heading. Must not include Job ID etc. Must preserve all substantive info, remove boilerplate, duplicated lines, application instructions, contact info? The instructions: Remove cookie/navigation/legal/EEO/equal-opportunity/scam-warning boilerplate, duplicated lines, and application instructions. Contact Information to Applicants is likely considered application instructions? It says "Contact Information to Applicants Steve Bergman stevenbergman@ku.edu". That's contact info; likely considered application instructions? Might be considered contact info, but they said remove application instructions. Probably we should drop that line. Also "Advertised Salary Range 40,000-42,000" is pay info, so we need a Pay section. "Application Review Begins Monday October 5, 2026" and "Anticipated Start Date Monday November 2, 2026" are schedule? Actually schedule maybe not; but we could put Schedule section if we have schedule info. The posting includes anticipated start date and application review date; that could be considered schedule? The instruction: include a section ONLY when posting has real, specific content for it — never emit a heading followed by filler/placeholder text. So we can include Schedule if we have specific schedule info like anticipated start date. However "Schedule" likely refers to work schedule (e.g., full-time, part-time). Not present. The anticipated start date is more like timeline. Might be better to put under "About the role" or separate? There's no explicit schedule of hours. So we may omit Schedule section. Benefits: not mentioned. So we omit Benefits. Pay: we have salary range, so include Pay section. Requirements: we have Position Requirements: working on-site, valid driver's license. Also Required Qualifications: HS diploma or GED and 2 years office experience or 2 years post-secondary education, excellent written communication skills, two years' experience general office and admin support, two years' experience with basic computer systems and MS Office. Preferred Qualifications: Bachelor's degree, knowledge of materials etc., experience in higher ed. So we can split Requirements and Qualifications? The instruction says use headings for Requirements, Qualifications, Skills, etc. We need to decide what goes where. Typically Requirements = mandatory qualifications; Qualifications = preferred? But we have both Required and Preferred. We'll put Required Qualifications under Requirements heading, and Preferred Qualifications under Qualifications heading. Skills: we can extract skills like written communication, problem solving, collaboration, Microsoft Office, scheduling, budget tracking, etc. Could be under Skills. Responsibilities: we have the Position Overview and Job Description broken down by percentages. We'll combine into Responsibilities section with ul li for each duty. We need to preserve all substantive info; we should not lose details. We'll need to parse the responsibilities from the text. Let's extract responsibilities: From Position Overview: schedule development and coordination; shares information by telephone, in person, email; interprets and applies state, university, HRL requirements, policies, practices relating to facilities, housing operations, building management; primary administrative contact for HRL Facilities Operations team; works closely with other areas within HRL to ensure coordinated responses; regularly interacts with other KU staff, vendors, contractors, students, parents, guests; assists with coordination of maintenance and cleaning turns in vacant units throughout academic year and summer turn cycle; manages multiple projects and deadlines to ensure facilities prepared for occupancy; strong ability to problem solve while working collaborative fast-paced environment with rapidly changing priorities. Job Description sections: 35% Customer & Administrative Support: - Serves as primary contact for HRL Facilities Operations area, including oversight of 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. 25% Oversight & Reporting: - Using Maximo work management software and Microsoft Office suite, 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. 20% Unit Turns & Preparation: - 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. 15% Project Administration: - 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. 5% Other Assigned Duties: - Attends meetings as assigned. - During peak times, assists with the centralized call center to address calls and assist other areas in Housing & Residence Life. We need to output as

• items. Could group by sections? The instruction: Use
  • for any list of duties/requirements/benefits. So we can just make a flat list of all duties. Could also separate by percentage but not required. We'll just list each duty as li. Now Requirements: we have Position Requirements: working on-site; Valid Driver’s License at time of hire and throughout duration of employment. Also Required Qualifications: HS diploma or GED equivalency and two (2) years of office experience or two (2) years of post-secondary education; Excellent written communication skills, evidenced in application materials; Two years' experience general office and administrative support work to include in-person and telephone contact duties; Two years' experience with basic computer systems and operations, including Microsoft Office Suite. We'll put these under Requirements heading. Qualifications (Preferred): Bachelor’s degree; Knowledge of materials, methods, and practices used in maintenance and custodial fields, as evidenced in application materials; Experience working in a higher education setting, as evidenced by previous work history. Skills: we can extract skills like problem solving, collaboration, communication (written), scheduling, budget tracking, inventory management, data entry, report generation, vendor coordination, etc. We'll list as li. Pay: Advertised Salary Range 40,000-42,000. We'll put as

    maybe? The instruction: Use

    for prose. For pay we could put

    Salary range: $40,000–$42,000 per year.

    We should not include schedule section. We must output only HTML fragment, no /, no markdown fences. Let's craft. Start with

    About the role

    then a

    summarizing the position overview? The overview is quite long; we could put as

    with the overview text. But we also have responsibilities list; we might not need separate overview paragraph if we list responsibilities. However we need to preserve all substantive info; the overview includes some info not captured in responsibilities list (like primary administrative contact, interacts with KU staff etc.) but those are covered in responsibilities. We could still include a brief

    summarizing the role. But we must not invent or summarize away detail; we can copy the overview sentences as prose. Let's include a

    with the Position Overview paragraph (the first paragraph). Then responsibilities list. Let's copy the Position Overview text exactly: "The Administrative Associate for Facilities Operations supports the Housing & Residence Life Facilities team, which is responsible for management and quality review of maintenance and custodial activity in all on-campus housing facilities. This position is responsible for schedule development and coordination; shares information by telephone, in person, and via email correspondence; and interprets and applies state, university, and Housing & Residence Life (HRL) requirements, policies, and practices relating to facilities, housing operations, and building management. This position is the primary administrative contact for the HRL Facilities Operations team, while also working closely with other areas within Housing & Residence Life to ensure coordinated responses that support students and guests living on campus. This position regularly interacts with other KU staff, vendors, contractors, students, parents, and guests. This position assists with coordination of maintenance and cleaning turns in vacant units throughout the academic year and summer turn cycle. The incumbent will manage multiple projects and deadlines to ensure that facilities are prepared and ready for occupancy. The incumbent must have a strong ability to problem solve while working in a collaborative, fast-paced environment with rapidly changing priorities. Housing & Residence Life at the University of Kansas is home to over 5000 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 during their time living on campus." We'll put that in a

    . Now responsibilities

    • each bullet. We need to ensure we don't duplicate. We'll list each distinct duty from the sections. Let's compile list: - Serves as 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