Administrative Associate

Details

Posted: Unknown

Location:

Salary:

Summary:

Summary here.

Details

Posted: 23-Apr-25

Location: Lawrence, Kansas

Type: Full-time

Categories:

Staff/Administrative

Internal Number: 5103137

Position Overview
The Administrative Associate provides general assistance with the day-to-day needs and functioning of the Office of Graduate Studies. The position reports to the Associate Vice Provost for Graduate Studies and works closely with the Office of Graduate Studies team to support all functions of the office, including graduate student services, OGS outreach, events, awards, and academic services, as outlined below. The Administrative Associate must have strong communication, organization, and computer skills, and thrive in working independently on a range of tasks. This position is located at the University of Kansas - Lawrence campus and is an in-person position.
Job Description
35% Academic and Student Services Support

• Provides administrative support for graduate student services in consultation with unit leadership. Maintains knowledge of University academic policies and reviews student records in order to process standard forms, conduct data entry, and answer routine inquiries.
• Supports the Fellows/Trainee option of KU's Student Health Insurance Plan (SHIP), including outreach and communications, reviewing and approving enrollment requests in the United Healthcare patient portal, and tracking enrollees.
• Supports the Improving Doctoral Experiences on External Awards (IDEEA) process including, reviewing requests for funding to determine eligibility, communicating funding decisions, and maintaining OGS's database of IDEEA recipients.
• Develops expertise in processes relating to Electronic Theses and Dissertations (ETDs). Assigns theses and dissertations to appropriate School for review. Responds to questions about ETDs from students, staff, and faculty.
• Attends all meetings of the Executive Council of Graduate Faculty (ECGF), which may occur in-person or via Zoom. Assists with the creation and posting of the agenda, meeting room set-up (when needed), and taking notes and minutes. Provides input to OGS staff regarding policy discussions.
• Supports OGS review and approval of select forms in the Progress to Degree (PTD) system as assigned according to established protocol.
• Provides support for periodic audit processes, including but not limited to the biennial Graduate Faculty Database and KBOR English Proficiency audits.
• Prepares periodic reports and assists with special projects as assigned.

25% Outreach/Awards/Signature Events Support

• Provides support for event preparation, including but not limited to planning, promotion, swag and giveaways, and day of event support.
• Prepares nomination and application documents for award review panels, which may include conducting a basic eligibility review for applicants and nominees.
• Coordinates with graduate students following OGS funded travel (Senate Funds) to ensure addition or presentations to Scholarworks Collection.
• Manages the OGS Communications Database and Contact Update Form and updates staff and faculty roles and related access to OGS resources or training.

25% Office Operations & Reception

• Performs clerical tasks as assigned, including coverage of the reception desk, welcoming visitors, mail preparation and retrieval, errands, photocopying, and other duties as requested.
• Manages the office's departmental email account and phone, responding to standard inquiries and assigning to other staff as needed. Prepares and sends routine email and campus mail communications to department staff, faculty, and students.
• Monitors, maintains, and organizes the inventory of office supplies and promotional materials for the Office of Graduate Studies and submits orders for new supplies as needed, following state and university guidelines.
• Manages departmental purchasing card, including check out procedures and collection of receipts.
• Investigates cost and product/service options as new needs arise. Seeks AVP approval for all non-standard expenditures and provides estimates to facilitate budget oversight.
• Maintains office manual detailing instructions on how to complete office tasks.
• Engages in front-line troubleshooting and expedites problem solving for the office.
• Assist with maintenance of the OGS staff/faculty-facing and student-facing communications (e.g., publications, websites), as needed.
• Supports strategic communications team including social media coordination and attending communications Teams meetings.
• Maintains the OGS Office Calendar and approves meeting requests for Strong 213 conference room.
• Ensures cleanliness and professional appearance of the office space; submits and tracks facilities repair and maintenance requests as needed.
• Maintains records of Office of Graduate Studies room and mailbox keys.
• Monitors and approves student hourly time sheets as a delegate.
• Provides direct leadership/supervision of one or more student hourly or work study employees in the Office of Graduate Studies.

10% Event, Meeting, and Project Coordination

• Coordinate Office of Graduate Studies sponsored events, training sessions, and communications as needed. Including but not limited to guest speaker coordination, reserving space, A/V equipment, ordering catering, managing RSVPs, and sending out announcements. Administrative Associate is expected to be present and assist on-site during some events, as noted.
• Assist in the preparation of materials for meetings or events sponsored by the Office of Graduate Studies.
• Attends and provides support for the Doctoral Hooding Ceremony.

5% Other duties as Assigned to Facilitate Office Goals and Objectives
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 demonstrated by application materials.

Excellent organizational skills and attention to detail, as evidenced by work experience and application materials.

Experience learning and working with a variety of systems and applications (e.g., Microsoft Outlook, Word, Excel, and PowerPoint; Adobe Creative Suite; Drupal or similar website content management tools), as evidenced by application materials.

Demonstrated experience using databases or other electronic systems for tracking and managing information (e.g., accounts, data, forms), as shown in application materials.

One (1) year of experience working in a professional office setting that required planning, organizing, and meeting deadlines, as evidenced in application materials.

One (1) year of experience handling sensitive and confidential material and information, as demonstrated in application materials.

Preferred Qualifications

Experience providing customer service, as evidenced in application materials.

Demonstrated experience collaborating and communicating with individuals from varying cultures, backgrounds, or levels of authority, as evidenced in application materials.

Experience with meeting and/or event planning, as shown in application materials.

Experience independently executing detailed processes and protocols with minimal supervision, as evidenced in application materials.

Demonstrated experience editing and writing professional office correspondence, as demonstrated by at least two (2) years of related experience.

Contact Information to Applicants
Ric Steele
rsteele@ku.edu
785-864-0550
Additional Candidate Instruction

In addition to the online application, the following documents are required to be considered for this position:

• Cover letter describing how you meet the required and preferred qualifications.
• Resume.
• List of three (3) professional references.

Only complete applications will be considered.
Application review begins Monday, May 12, 2025 and will continue until a qualified pool of applicants are identified.

Advertised Salary Range
$44,000
Application Review Begins
12-May-2025
Anticipated Start Date
08-Jun-2025
Primary Campus
University of Kansas Lawrence Campus
FTE
1.0
Reg/Temp
Regular
FLSA Status
Nonexempt
Employee Class
U-Unclassified Professional Staff
Work Location Assignment
On-Site
Disclaimer
The University of Kansas prohibits discrimination on the basis of race, color, ethnicity, religion, sex, national origin, age, ancestry, disability, status as a veteran, sexual orientation, marital status, parental status, gender identity, gender expression, and genetic information in the university's programs and activities. Retaliation is also prohibited by university policy. The following person has been designated to handle inquiries regarding the nondiscrimination policies and is the Title IX coordinator for all KU and KUMC campuses: Associate Vice Chancellor for Civil Rights and Title IX, civilrights@ku.edu, Room 1082, Dole Human Development Center, 1000 Sunnyside Avenue, Lawrence, KS 66045, 785-864-6414, 711 TTY.