Administrative Associate Sr

University of Kansas, United States

Updated: 14 days ago
Location: Lawrence, KANSAS

32245BR

CED-KS Fire & Rescue Training


Position Overview

This position is responsible for supporting fire and emergency services instructional program delivery through assigned administrative tasks. This is a customer-facing position interacting with the fire service on a regular basis. This position is responsible for assisting Kansas Fire & Rescue Training Program Managers and Coordinators in preparing training course materials. Assignments include, but are not limited to, firefighter training and event documentation, awarding credentials for successful completion of programs, and completing the appropriate steps to pay and reimburse contract instructors. This position works in a specialized department and requires a high level of accuracy and timely completion of tasks.  This position requires the ability to work independently, and often  serve as first contact with fire service and emergency services personnel in the State of Kansas.

As a State Fire Training organization and the State Certification Entity for Kansas, Kansas Fire & Rescue Training Institute (KFRTI) is expected to help lead change in the fire service through training and credentialing, including National Certification.  Employees of KFRTI must demonstrate a customer-friendly attitude, flexibility, and a strong desire to help the Kansas fire service as well as continue to improve their own training and education.

The Kansas Fire & Rescue Training Institute is a unit of KU Jayhawk Global, housed on the Lawrence campus. The Institute was created by the Kansas legislature to train Kansas firefighters in 1949. The Institute serves fire departments and firefighters through a “traveling instruction service” that provides 500 training events per year potentially reaching every community and every county in Kansas.

The mission of Kansas Fire & Rescue Training Institute is to provide accessible, comprehensive training and credentialing for fire and emergency response personnel to promote health and safety in Kansas communities.

This position reports to the Director of KFRTI.

KU offers great benefits to employees with up to 176 hours of paid vacation per year, 96 hours of sick leave earned per year, nine paid holidays plus one discretionary day, a retirement program, medical & dental insurance, life and disability insurance, other benefit plan options, and State of Kansas discounts offered by various vendors. KU also offers employees educational and professional development opportunities. Tuition assistance offers up to 12 credit hours per year for employees and Employee Dependent Tuition Assistance Scholarship (EDTAS) award opportunities!  Details available at:  https://humanresources.ku.edu/tuition-assistance .
KU’s excellence is a result of the rich tapestry of experiences, perspectives, and backgrounds of our faculty, staff, students, and colleagues from across our nation and the globe. At KU, we invest in continuous learning and growth by creating a climate where people engage in respectful dialogue and debate and support each other’s success. We foster a culture of care where each person is seen, heard, and valued. When people feel a true sense of belonging, we believe they are better able to reach their full potential and achieve remarkable things.


Job Description

60 % Inbound Response, Support and Recordkeeping for Program Activities.

  • Coordinate communication with state partners regarding course offerings, registration, certification, and payment.
  • Serve as a resource regarding KFRTI policies and procedures for state partners.
  • Master web-based registration systems(Enrole).
  • Understand and adhere to payment card protocols, track and maintain security of all received payments.
  • Serve as a resource for program staff on purchasing/payment policies regarding payments, cancellations, and refunds.
  • Provide customer service assistance with learning management system (Enrole, Blackboard or Canvas) registrations.
  • Maintain confidentiality of student information.
  • Keep databases free of duplicate records.
  • Review the accuracy of course documentation provided by course instructors.  Coordinate the correction of documentation if incorrect or incomplete.
  • Verify and process payment and travel reimbursement to instructors using existing policies and procedures.
  • Enter course results into registration system and issue credentials to students.
  • Maintain records for use in reports.
  • Interact with contract instructors on issues of pay, reimbursement, and other communications.
  • Provide direction for student employees functioning in a support role.
  • Record and forward training requests to Program Managers and Coordinators in their absence.
  • Assist Program Manager and Coordinators in coordinating training courses and events.
  • Prepare and mail teaching kits and materials (curriculum, course materials, visual aids) for assigned programs.

 30 % Provide Support for Certification Program Management

  • Master the management of the National Certification Program, a large complex program providing for professional fire service certifications in 41 levels through two accrediting bodies (International Fire Service Accreditation Congress and International Accreditation for Fire Service Organizations).
  • Cross Train and be available to fill in for the Certification Program Coordinator as needed.
  • Represent the Institute and the University in all functions of this job in a professional, respectful, and customer-friendly manner.
  • Perform Certification program intake, processing, and recordkeeping.
  • Interpret Certification Program policies and procedures, particularly when these policies or procedures require anticipatory questioning to determine the fundamental issue and/or related issues. Assist state partners in understand these policies.
  • Understand and adhere to all Payment Card Industry Compliance protocol, track and maintain security of all received payments.
  • Serve as a resource for program staff, fire service partners, and certification candidates on purchasing/payment policies regarding payments, cancellations, and refunds.
  • Understand and maintain confidentiality of student information.
  • Accept, review, and approve National Certification Exam applications.
  • Master the Kite testing system to maintain certification test banks in accordance with two accrediting bodies (International Fire Service Accreditation Congress and International Accreditation for Fire Service Organizations).
  • Enter exam results into the KFRTI registration system (Enrole) and issue National Certifications, when process is completed, to individual candidates. This process includes data generated from the electronic scoring of exams listed in the next section of this position description.
  • Provide feedback about and suggest solutions or changes to policies, procedures and systems related to Certification.
  • Use discretion to interpret and apply policies and procedures in the awarding credit and issuing certificates for training and national certification.

10%      Cross-train into and Perform Duties in Other Program Areas.
  • Cross-train into duties required to support training programs not assigned to this position.
  • Act as backup for additional Administrative staff in KFRTI.
  • Other duties as assigned.
 

Position Requirements

A limited amount of in-state travel may be required of this position. The purpose of this travel is to provide on-site support for conferences and short courses offered throughout Kansas. Anticipated travel requirements are estimated to be less than <10% of job responsibilities and functions per year.


Required Qualifications

  • High School diploma or G.E.D. equivalency and two years of office experience or two years of post-secondary education
  • Excellent written communication skills as demonstrated by application materials.
  • Experience working in a customer service environment, as evidenced by application materials.
  • Two years demonstrated experience operating Microsoft software applications, including Outlook, Word, and Excel.

    • Preferred Qualifications

  • Ability to communicate effectively in Spanish, as evidenced in application materials.
  • Experience interacting with stakeholders from a variety of backgrounds, as evidenced in application materials. 
  • Three years of customer service experience within public safety (fire and law enforcement), military, education, or other training and education environments.

    • Contact Information to Applicants

    Jennifer Johnson
    jennjohnson@ku.edu


    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 March 16, 2026. and will continue until a qualified pool of applicants are identified. 

    Advertised Salary Range

    45,000


    Application Review Begins

    16-Mar-2026


    Anticipated Start Date

    06-Apr-2026


    Primary Campus

    University of Kansas Lawrence Campus


    Employee Class

    U-Unclassified Professional Staff


    Work Schedule

    Monday through Friday 8am to 5pm


    Job Family

    Administrative Support-KUL


    Conditions of Employment

    Contingent on Funding


    Work Location Assignment

    Hybrid


    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.


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