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Administrative Associate

The University of Kansas
Lawrence, KS

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Position OverviewThe Administrative Associate administers all aspects of graduate student programs within the department, including Lawrence and Edward campuses (from initial contact with prospective students to completion of degree programs). Coordinate Continuing Education Classes for CEAE’s Professional Development Series and co-manage Professional Education Conference programs; Responsible for the development of the CEAE newsletter; Serve as Editor to the annual and quarterly CEAE Update Newsletters; Responsible for providing administrative support to thirty (30) faculty members, as well as the Director of Graduate Studies. Provide backup support for front office administrative associate and accountant.
Job Description70% Graduate Student Program Administrator:
  • Develop & apply procedures to respond to prospective student inquiries about graduate program eligibility requirements, application requirements, and enrollment procedures.
  • Contact admitted students regarding orientation requirements and organize departmental orientation meeting each semester.
  • Maintain CEAE graduate program’s website and recruiting databases.
  • Process student applications in Slate.
  • Manage all communication campaigns through KU systems (currently Slate). Manage all responses to individual inquiries regarding admission.
  • Coordinate review and admission processing in collaboration with the CEAE Associate Chair for Graduate Studies.
  • Work with the School of Engineering to oversee and plan engineering graduate student recruitment and retention efforts for the CEAE department.
  • Maintain departmental graduate student records and advise CEAE students, faculty, and staff on Graduate Studies policies and processes. Work with students’ advisors to update changes in processes and policies.
  • Track graduate recruitment efforts, students' progress toward degree, and develop best practices for CEAE graduate student services.
  • Verify academic standing, schedule examinations, and manage enrollment and graduation processes.
  • Track student’s timeline to graduation, plan of study, changes in plan, and process leave & return from absences.
  • Communicate with foreign ministries regarding international extensions and student statuses.
  • Plan and oversee departmental events for CEAE graduate students.
  • Update information and coordinate approvals to the (Courseleaf) Catalog each semester.
  • Work with Graduate Director on student scholarship nominations from the School of Engineering, Graduate Studies scholarships, and SELF Scholarships.
  • Perform other duties relating to graduate student administration under the oversight of the Associate Chair for Graduate Studies.

10% Newsletter:
  • Oversee development of the annual CEAE Update newsletter (print) and the quarterly online newsletter, overseeing an Editor.
  • Develop timeline; assist the Editor in identification of storylines and content, as well as connect the Editor with relevant KU students, faculty, and staff.
  • Coordinate with professional printing services and KU Endowment personnel.
  • Review and edit all written materials.
  • Coordinate with KU Endowment for alumni listserv updates.
  • Work directly with the department Chair.

10% Conference Programs:
  • Coordinate with Geotechnical and Environmental conference chairs and planning committee on the development of upcoming conference requirements.
  • Act as point person for development of marketing materials, postcards, conference pamphlets, website content, and updates.
  • Oversee IT student hourly.
  • Develop and manage online registration procedures and track attendees.
  • Respond to registrant emails and phone calls. Coordinate with outside printers in the design of marketing materials and mailing lists. Develop and maintain a database of attendees mail/email lists. Produce individual conference packages, coordinating parking passes, name tags and conference program.
  • Produce certificates for the Professional Development hours. Manage on-site preparations for attendee’s arrivals. Act as the contact person for any issues regarding banquet, IT services, parking, and/or PDHs.

10% Other duties as assigned:
  • Supervise CEAE equipment checkout, (includes video equipment, cameras, projectors, computers, vehicles, and office keys).
  • Supervise department truck usage.
  • Supervise student hourly.
  • Work with IT keeping all student computer hardware updated. Coordinate and assign Graduate student desk and computer space for GTA’s, GRA’s, Visiting scholars, and Student hourly graders.
  • Oversee facility upgrades within department including furniture, construction changes, and design decisions.
  • Provide administrative support to thirty (30) departmental faculty members including the Director of Graduate Programs.
  • Serve as backup for department supply inventory management.
Required Qualifications
  1. Associate degree and 1 year of experience in general office, accounting and/or administrative support work OR High school diploma or completion of G.E.D. equivalency and five years of experience in office management and administration or accounting.
  2. One year of experience with basic office computer systems, including Microsoft Office.
Preferred Qualifications
  1. Experience in a university setting.
  2. Demonstrated ability to work independently on projects and to coordinate efforts for a number of people in various units across campus
  3. Verbal and written communication skills for interaction with external and internal entities as indicated in interview and application materials.
  4. Ability to establish and maintain effective working relations including ability to communicate effectively both verbally and in writing as demonstrated in interview.
  5. Attention to detail and strong organizational skills as indicated in application materials.
Additional Candidate InstructionsOnly complete application packages submitted online will be considered. A complete application includes online application form, resume, cover letter, names, and contact information for three professional references.

Review of applications will begin January 24, 2022 and continues until position is filled. Contact Information to ApplicantsCaroline Bennett, [email protected], 785 864-3235 Advertised Salary Range$40,000- $45,000, depending on qualifications Work ScheduleM-F, 8-5pm Application Review Begins24-Jan-2022 Anticipated Start Date01-Feb-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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