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Administrative Associate

The University of Kansas
Lawrence, KS

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Position OverviewThe Administrative Associate position will provide administrative, office and program support for the Department of Chemistry. The position is a critical part of the administrative team that oversees the main department office, communication initiatives, and programs, including the Research Experience for Undergraduate (REU) program sponsored by the National Science Foundation (NSF). Work hours are normally 8am-5pm, Monday through Friday, however hours may be flexible and will require occasional attendance to evening or weekend events.

The Administrative Associate must have strong communication, organization, interpersonal, and administrative skills, and ideally have experience in web design, social media, photography and/or newsletter design. This position reports to the Office Manager and works in close partnership with the Chair and Associate Chairs of the Department of Chemistry.
Job Description40% NSF Research Experience for Undergraduates (REU) Program Support
  • Coordinates and schedules all activities and communications associated with the NSF REU summer program: including, but not limited to, booking travel, arranging housing and meals, enrolling students in research, scheduling seminars and fieldtrips, coordinating stipend payments and processing travel related reimbursements
  • Communicates with prospective students and participants via email, phone, in person, website and social media
  • Maintains the website and social media accounts
  • Creates program fliers and distributes to interested parties
  • Maintains a database of applicants, current REU participants and past REU participants
  • Creates data reports as assigned by PI and others
  • Assists NSF REU program PI on grant renewals
  • Administrative support for Dublin University exchange program

20% Events and Communication
  • Coordinates accommodations, travel and schedules for departmental guests, weekly seminar speakers and faculty search candidates
  • Facilitates event-related financial transactions, including reimbursements, in collaboration with the department’s Shared Service Center staff
  • Creates fliers and announcements for seminar speakers and special guests
  • Communicates upcoming events via email, social media, web site and posts both printed and digital signage
  • Answers all calls to the main Chemistry Department phone and back-up for main Chemistry Department email
  • Assists with communications efforts, including website, social media, newsletters, and both printed and digital signage
  • Assists faculty, staff, and students with travel related reservations and works with Shared Service Center on reimbursements for meals, travel, etc.
  • Assists Office Manager and other Administrative Associate with events as assigned

20% Course Administrative Support
  • Assists with the organization of course material when asked by the instructor, which may include the duplication of exams, course handouts and other materials as needed by the department
  • Provides administrative support for student evaluations of teaching each semester, including creating a spreadsheet of instructors and teaching assistants, communicating with instructors, and maintaining filing system of evaluations for all faculty and student instructors
  • Provides administrative support for annual evaluations of teaching assistants, including creating and distributing a supervisor evaluation form and self-evaluation form each semester, monitors completion of evaluations, and maintains filing system of evaluations for each student

15% Office Management
  • Main administrative support for MFD/copiers; schedules maintenance with Sumner One and maintains supplies for copiers, including paper
  • Main administrative support for Shred-It; schedules pick-ups and ensures exams are shredded on a routine basis
  • Assists with printing posters for faculty and students in the department and the general maintenance of the poster printer
  • Resolves complex challenges related to daily functioning of department
  • Trains student hourly employees on receptionist, communications, and office duties, when applicable and acts as receptionist in absence of student hourlies
  • Orders and maintains office supplies in coordination with Office Manager and other Administrative Associate
  • Helps with management of projects as directed by the Office Manager, Chair or Associate Chairs

5% Chair Support
  • Assists with communications for KUEA donors, including preparing letters and mailing donor gifts
  • Other duties as assigned by Office Manager or Chair
Position RequirementsThis position will be designated as in-person. Department of Chemistry, 1140 Gray-Little Hall/ISB, 785-864-4333 Required Qualifications
  1. Bachelor’s degree OR a high School diploma/GED equivalency and a minimum of two years related administrative support work experience
  2. One year of experience with Microsoft Office and Adobe, specifically InDesign, Photoshop, and Acrobat, as demonstrated by application materials
  3. Strong written communication, interpersonal, and organizational skills, as evident by application materials
Preferred Qualifications
  1. Bachelor’s Degree or four years of recent related experience.
  2. A well-organized and self-directed individual who can work with minimal amount of supervision
  3. Experience with Drupal or other content management systems, as evidenced in application materials
  4. Experience with social media channels, website management, graphics, and design/layout of marketing materials, including printed and email newsletters
  5. Experience with shooting and editing both photos and videos.
  6. Familiarity with KU, state, or similar university structure.
  7. Experience working with diverse groups
Additional Candidate InstructionsIn addition to the online application, please attach the following documents:
  1. A cover letter that addresses how you meet the required and preferred qualifications.
  2. Resume or curriculum vitae.
  3. Contact information for three professional references.
Incomplete applications will not be considered. Deadline to apply is November 15, 2021

Contact Information to ApplicantsLiz Coleman
[email protected] Advertised Salary Range$40,000 Work ScheduleMonday - Friday 8AM – 5PM (some evenings and weekends may be required) Application Review Begins16-Nov-2021 Anticipated Start Date06-Dec-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.

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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.

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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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