Student Desk Assistant
About the role
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.
Responsibilities
Administrative Duties: 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.
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.
Policies, Safety, & Security
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.
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.
Qualifications
Ability to work a minimum of 8 hours per week, with required availability during holidays, academic breaks, weekdays, evenings, overnights, and weekends.
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.
Preferred Qualifications
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.
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.
Ability to lift up to 25 pounds and perform routine physical tasks associated with front desk operations.
Employment Conditions
Student employees are not eligible for remote work arrangements unless an exception is approved by the unit leadership and HR.
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: A cover letter addressing how required and preferred qualifications are met, Resume or curriculum vitae, Contact information for three professional references.
Contact Information
Housing & Residence Life
Desk Operations
shdeskoperations@ku.edu
Advertised Salary Range
The starting pay for the Desk Assistant position is $11.00-$12.00 per hour, based on experience.
Anticipated Start Date
Saturday August 1, 2026