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Administrative Associate

The University of Kansas
Lawrence, KS

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Position OverviewThe mission of the College of Liberal Arts and Sciences is broad and expansive – foster interdisciplinary education, grow global awareness and engage in experiential learning. Supporting this mission requires a comprehensive skill set that enables staff to serve in several different roles.
Working as a staff member for the College of Liberal Arts and Sciences enables individuals to take ownership of various tasks. Staff members also have the support of a strong, connected group of teammates working to “aspire for excellence in research and teaching that gives insights into the past, creates answers for the present, and builds bridges to other cultures, communities and our futures.”
This part-time (20 hours per week) position will support the academic and research mission of the Computational Biology department, reporting to the Computational Biology Director.

Job Description60% Director Support & Office Management

The Administrative Associate serves in a critical role to ensure that the day to day activities necessary to support the Computational Biology department are conducted effectively and efficiently.
  • Serve as receptionist for unit/department and answer departmental emails
  • Plan and manage physical space for unit/department
  • Serve as liaison for facilities work orders
  • Manage printers and office supplies
  • Class scheduling
  • Manage calendar for department’s conference room(s)/seminar rooms
  • Manage classroom space for department
  • General crisis manager/problem solver for front-line responsibilities related to unit mission, frequently student related, sometimes grant or faculty related
  • Coordinate moves: Work with any individuals moving, arrange movers, move data services and phone service, procure furniture, coordinate basic fit out (paint), obtain keys, coordinate move of IT equipment, change signage, and update Jayspace
  • Facilitate confidential shredding
  • Provide front-line technology support and/or contact IT
  • Advertise for, hire and manage student hourly workers
  • Manage federal work study opportunities to stretch departmental funds
  • Coordinate student hourly work to match deadlines of academic year
10% Faculty Support
  • Responds to faculty walk-ins and requests
  • Serve as liaison for faculty for information about changing calendars, deadlines, policies, and contact persons for academic processes
  • Assist faculty with administrative forms and paperwork
  • Prepare and collect course evaluations
  • Facilitate faculty advisor/student advising appointment processes
  • Manage textbook orders and obtain desk copies
  • Perform various tasks for faculty such as printing, transcription, etc.
15% Communication & Department Events
  • Coordinate departmental newsletters and communications
  • Create and update departmental website and manage content
  • Update email and mailing lists for announcements
  • Produce brochures and advertising copy for the department
  • Plan and coordinate events (all logistics – room reservations, itinerary planning, presenter logistics, scheduling, RSVPs, and communications)
  • Attend events to provide support, including pre- and post-event support
10% Graduate Student Support
  • Assists Graduate Advisor with tracking information
  • Coordinates logistics for potential graduate student recruitment visits
  • Supports graduate student application process
  • Support, assist, and advise incoming GTAs, GRAs, and GAs
  • Manages graduate records: process comprehensive graduate exams, room scheduling for exams, calendaring for participation in exams, record maintenance and destruction, check point for departmental compliance with KU policies
5% Other
  • As specified by the department, based on needs.

Required Qualifications
    Bachelor's degree OR a high school degree/GED plus a minimum of two years of related administrative support work experience.
  1. Computer skills in a PC/Windows environment including MS Word and MS Excel for a minimum of 1 year.
  2. Excellent written communication skills and attention to detail as demonstrated by application materials.
Preferred Qualifications
    Ability to work independently in a team environment, take ownership of the resolution of problems, be flexible and accountable, manage conflicting responsibilities, prioritize tasks and consistently meet deadlines.
  1. Ability to establish and maintain effective working relationships with faculty, administrative staff and students in a higher education environment.
Additional Candidate InstructionsA complete application will include a cover letter, a resume or CV, and three professional references. Apply online and submit a letter describing your qualifications for this position. Only complete applications will be considered.
    The job posting has been extended and will now close on January 7 at midnight. To be considered for this position please apply before the closing date.
Contact Information to ApplicantsDr. Ilya Vakser; [email protected] Advertised Salary Range$19.230770 Work ScheduleMonday through Friday, 20 hours per week. Flexible / negotiable. Application Review Begins08-Jan-2022 Anticipated Start Date10-Jan-2022


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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