Administrative Associate, Occupancy Management

About the Role

The Administrative Associate for Occupancy Management works as a collaborative team member in the Housing Services group within Housing & Residence Life. This position shares responsibilities with 2-4 other full-time staff to coordinate occupancy management (housing assignments) for all on-campus housing communities. The role involves day-to-day management and customer service related to room changes, assignments for prospective and current students, and summer conference services. The Administrative Associate serves as a primary contact for emails, calls, and visitors regarding housing assignments and room types, ensuring a welcoming and customer-focused environment for students, parents, and guests.

Responsibilities

• Occupancy Management (65%)
  • Manage space and assignment functions in the housing software database to maximize building use and resident satisfaction according to housing policies.
  • Oversee occupancy processes for opening and closing periods, including breaks, summer terms, early arrivals, and late stays.
  • Assist with the enrollment verification process.
  • Maintain and update accurate data and records for all new and returning residents, including varying processes with different protocols.
  • Coordinate with staff to ensure room readiness and maximize occupancy before move-in and during semester terms.
  • Complete processes to ensure accurate billing data.
  • Answer questions about Housing & Residence Life, including specific communities, programs, deadlines, features, options, and costs.
  • Compile and enter data into various formats and generate reports from data systems.
  • Reconcile data for accurate billing and record-keeping, including follow-up with residents who need to cancel contracts.
• Customer and Administrative Support (25%)
  • Respond to phone calls, emails, and in-person visitors promptly and professionally, forwarding inquiries as needed.
  • Follow compliance rules and regulations (FERPA, PCI, NCAA, Clery) and maintain student privacy.
  • Resolve inquiries personally when possible; refer complex issues to senior staff or other campus offices.
  • Provide administrative support for summer camps/conferences, guest housing, and transition housing.
  • Coordinate reservations and use of conference rooms and public spaces within housing communities.
  • Collaborate with HRL Operations to notify students about seasonal and emergency maintenance.
  • Review and evaluate day-to-day operations to recommend improvements.
  • Coordinate activities with senior HRL and university staff to recruit and retain students (e.g., group tours, open houses, Admissions events).
  • Complete special projects or additional related duties as assigned.
• Service Desk Operations (10%)
  • Serve as a back-up to support front desk operations and act as a resource for desk staff and residents.
  • Complete payroll and time entry for bi-weekly payroll as needed.
  • Oversee key management, including audits of key inventory and the lock-out process.
  • Ensure administrative processes are completed during student move-in and move-out periods, including updates to the housing management system.
  • Respond to inquiries and concerns from students and parents, triaging them as necessary.
  • Resolve complaints related to front desk functions.

Requirements

• This position requires working on-site.
• Required Qualifications:
  • High School diploma or GED equivalency and two (2) years of office experience or two (2) years of post-secondary education.
  • Excellent written communication skills, as evidenced in application materials.
  • Two years' experience in general office and administrative support, including in-person and telephone contact duties.
  • Two years' experience with basic computer systems and operations.
  • Two years' experience with Microsoft Outlook, PowerPoint, and Excel.
• Preferred Qualifications:
  • Bachelor’s degree.
  • Experience using a broad range of relational computer database applications, as evidenced in application materials.
  • Experience working in a higher education setting, as evidenced by previous work history.

Pay

Advertised salary range: $40,000.

Schedule

Application review begins Monday, August 10, 2026. Anticipated start date: Tuesday, September 8, 2026.