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Administrative Assistant

The University of Kansas
Lawrence, KS

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Administrative Jobs
Institutional & Business Affairs, Clerical & Administrative Support
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Job Details

Position OverviewThe Administrative Assistant oversees customer service and front desk functions for the Centers for Orientation and Academic Advising Programs in its service to undergraduate students at the University of Kansas. The Administrative Assistant is responsible for management and reception of front desk operations, providing administrative support for students completing the orientation registration process, and coordination and oversight of academic advising appointment scheduling and appointment/drop-in services. This position must adhere strictly to guidelines protecting students’ right to privacy and federal rules on student records. This position requires an individual who can work with a range of information and respond to diverse inquiries from students, families, faculty, and staff in a professional and courteous manner. The administrative assistant is responsible for coordination of front desk coverage, trains and supervises student staff, and provides logistical support for meetings and activities when necessary. This position reports to the Office Manager for the Centers for Orientation and Academic Advising Programs.

The Centers for Orientation and Academic Advising Programs (COAAP) is comprised of the Center for Orientation and Transition Programs and the Undergraduate Advising Center. COAAP is a unit within Academic Success. Academic Success is a comprehensive student service unit at the University of Kansas. Job Description60%
  • Coordinates daily functioning and workflow of the Centers for Orientation and Academic Advising Programs reception areas.
  • Coordinates daily functioning and workflow of the Centers for Orientation and Academic Advising Programs reception areas.
  • Provide reception and front-line service for COAAP responding to student, parent, faculty, staff, and community needs.
  • Provide administrative support for students registering for orientation.
  • Oversee the academic advising schedule process and appointment check-in.
  • Train and supervise student assistants to ensure accurate dissemination of information and consistent quality of customer care.
  • Coordinate staff scheduling and communication for personnel unable to execute academic advising responsibilities due to absences, time conflicts, late arrivals, or other extenuating circumstances.
  • Oversee daily office routine including responding to email inquiries, coordinating campus and federal mail, managing supplies, and facilities requests.

  • Approves payable time for student assistants.
  • Assigns tasks to student assistants and coordinates and confirms front desk coverage and schedule. Launch the student assistant hiring process.
  • Prepares and maintains student assistant training modules, office resources, and evaluation tools.
  • Assist with event preparation and prepare materials for meetings and programming, if needed. Oversee filing systems for quick access to information.

  • Other duties as assigned including, search committee administrative support, participation in university committees as requested or called upon by supervisor, update office bulletin boards and signage, and assisting the office manager.
Position RequirementsThis position is required to work on-site. Required Qualifications
    High school diploma or completion of G.E.D. equivalency.Two years of experience in general office, clerical and/or administrative support work, including one year of experience with basic computer systems. One year of the required office experience may be substituted by one year of post-secondary education.
Preferred Qualifications
    Capability to work cooperatively with co-workers, students, faculty, staff, and a large network of university offices and the public, including parents and guests.Ability to communicate complete policies and procedures over the phone, in-person, and in writing in a positive manner.Ability to organize and handle detailed work and to utilize appropriate computer, e-mail, and phone technology.Ability to work assigned schedule, to be punctual, and to perform with a low rate of absenteeism.Ability to meet deadlines and work under pressure.Ability to work independently and organize and analyze complex academic information.
Additional Candidate InstructionsA Complete application includes:

1. Resume.
2. Cover letter addressing how the required and preferred qualifications are met.
3. Contact information for three (3) professional references.
4. Completion of the online application.

Incomplete applications will not be considered. Review of applications will begin July 22nd and continue until a qualified pool of applicants is identified.

Application review begins Thursday, July 22, 2021. To be considered, apply no later than Wednesday, July 21, 2021. Contact Information to ApplicantsLeslie Wilson
[email protected] Advertised Salary Range35,000 Work ScheduleMonday-Friday, 8:00 AM to 5:00 PM Application Review Begins22-Jul-2021 Anticipated Start Date16-Aug-2021


Working at the University of Kansas 

Join the University of Kansas, and you’ll become part of a Jayhawk family that spans the globe. Wear your KU shirt in London, Istanbul, Buenos Aires, Nairobi or anywhere else, and you will likely hear a resounding “Rock Chalk!” from a stranger. Of course, the appropriate response is an enthusiastic “Jayhawk!” Because, after all, they’re not really strangers, they’re family.

The Jayhawk community is united by more than 150 years of tradition and by our commitment to pushing the boundaries of knowledge, transforming the academic experience, and creating solutions through innovative research. KU’s mission is to lift students and society by educating leaders, building healthy communities and making discoveries that change the world.  

The University of Kansas is the state’s flagship university and one of just 66 invited members of the prestigious Association of American Universities (AAU). We consistently earn high rankings for academics and recognition as a premier research university.

KU faculty and staff embrace our role as the state’s flagship university, AAU member and R1 institution that serves the state, nation and world. We celebrate the energy and compassion that infuse the Jayhawk spirit; and, we remain true to KU’s historic values: the elevating force of education, the transformative power of research and the healing power of service.

Diversity, Equity, Inclusion, and Belonging 

The University of Kansas is committed to a learning and workplace environment that is representative of our nation and global society, accepts and values everyone, appreciates our common humanity and understands that our multiple differences are the cornerstone of academic preparation, professional excellence and distinction. KU must be a place where all people feel they belong and have access to resources and support that help them attain their educational and professional goals.

We recognize there are inequalities and privileges generated by historical and persistent intersecting differences by race, ethnicity, gender identities, gender expressions, sexual orientation, socio-economic status, age, abilities, religion, regional background, veteran status, citizenship status and nationality. And we hold ourselves accountable for policies, processes and programs that appreciate these and other differences and create more fair, safe and just learning, working and living environments for KU students, faculty and staff.


KU offers a broad array of undergraduate and graduate study programs, and we fulfill our mission through academic and research programs of international distinction, coupled with outstanding libraries, teaching museums and information technology. These resources enrich the academic experience for students from all 50 states and 112 countries, and provide enrichment resources for KU faculty and staff.


The university attains high levels of research productivity and recognizes that faculty are part of a network of scholars and academicians that shape a discipline as well as teach it. KU staff are integral to our research success, participating in and supporting discoveries that expand knowledge and improve lives.


The university and our employees serve society through research, teaching and the preservation and dissemination of knowledge. KU's academic programs, arts facilities and public programs provide cultural enrichment opportunities for the larger community. And, KU offers educational, research and service programs throughout the state. KU employees are encouraged to participate in and serve the campus and surrounding communities in a way that is meaningful to them.

International Dimension 

KU offers more than 100 programs of international study and cooperative research for KU students and faculty at sites around the world. The university offers teaching and research that draw upon and contribute to the most advanced developments throughout the United States and abroad. At the same time, KU's extensive international ties support economic development in Kansas.


The University of Kansas, our students and employees are committed to excellence. We foster a multicultural, inclusive environment in which the dignity and rights of individuals are respected. Intellectual diversity, integrity and disciplined inquiry in the search for knowledge are of paramount importance.

Our City and State 

KU sits atop Mt. Oread in the center of Lawrence, a town full of natural beauty and culture. In fact, Rolling Stone magazine named Lawrence one of the best college towns in the United States. Lawrence is home to more than 100,000 people, and has a charming, Midwestern friendliness that welcomes visitors and celebrates diversity. In addition to KU, Lawrence is home to Haskell Indian Nations University, the premiere tribal university in the United States.

Lawrence’s historic and thriving downtown features restaurants, nightlife and local shops offering unique finds that you won’t find anywhere else. The town has more than 50 parks, an encompassing mixed-use trail, and quick access to biking/hiking trails along the Kansas River and around Clinton Lake. A five-minute drive from Lawrence, Clinton Lake offers fishing, boating, beaches, camping and other outdoor activities.

Located just 40 minutes west of Kansas City, Lawrence offers the appeal of a mid-size, suburban town with quick access to the amenities of a large city, including an international airport. The Kansas City metro area is home to world-class museums and cultural activities, Jazz clubs and other nightlife venues, expansive shopping options, and exciting professional sports with the Kansas City Chiefs, Kansas City Royals and Sporting KC.

Kansas is in the center of the country, making it convenient and cost effective to fly or drive to destinations throughout the United States. Far from flat, the Flint Hills, just 90 minutes from Lawrence, offer panoramic vistas that showcase the breathtaking beauty of America.

Making KU Your Home 

Something about Lawrence is magnetic. Long-time residents are never surprised when a KU student or employee from out of state decides to make Lawrence their permanent home. And, even those who do leave often find themselves returning to “the nest” at some point in the future. In fact, Lawrence has been named by several publications as one of the best places to retire.

At the University of Kansas, you’ll join a global Jayhawk family and find a place to call home.

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