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Administrative Associate

The University of Kansas
University of Kansas Lawrence Campus

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Job Details

Position OverviewThe KU Psychological Clinic (KUPC) provides outpatient mental health services to staff, faculty, and students from the Univ. of Kansas (approx. 50%) as well as people from the surrounding communities (approx. 50%). The Clinic is a training facility associated with the Clinical Psychology Doctoral Program. Services are provided by doctoral students in the program under the supervision of licensed clinical psychologists. The Clinic office also serves as the office for the Graduate Training Program in Clinical Psychology and provides some administrative support for the Clinical Psychology Program. This position supports the KUPC office 8:00 a.m.—5:00 p.m. Monday through Friday. The Administrative Associate must have strong communication, organization, bookkeeping and computer skills. This position reports to the Director of the KU Psychological Clinic.Job Description50% - Oversee Electronic Medical Records and Paper Records on current and past Clinic clients.
  • Prepare monthly billing for current and closed cases with balances.
  • Oversee Credit Card reporting and address any irregularities with Central Accounting after reviewing Credit Card reports.
  • Prepare and analyze monthly and annual financial database reports for purposes of information transmission and agency planning.
  • Answer billing questions for therapists, supervisors, and clients.
25% - Review all records of Clinic and Clinical Program deposits and expenditures.
  • Prepare and analyze monthly and annual fiscal reports for Clinic and Clinical Psychology Program Directors.
  • Monitor, interpret, and comply with State and other applicable regulations regarding Clinic and Program finances.
  • Receive client payments and provide receipts.
  • Communicate with the SSC and/or Central Accounting as needed to reconcile any relevant accounting concerns.
10% - Supervise KUPC student hourly employees to include assigning tasks and overseeing task completion.
  • Approve time in Human Resources (HR) Time Approval System and make adjustments when needed if errors occur.
  • Oversee hiring of hourly positions and complete all communication with HR.
5% - Monitor, coordinate, and direct replacements, repairs, and improvements to the Clinic's physical and educational resources.
  • Research and negotiate contractual service arrangements and equipment leases.
  • Pay all Clinic and Program bills according to State regulations and in cooperation with the SSC.
  • Deposit Clinic and Program receipts in compliance with State and university regulations.
5% - Submit office-related agenda items for monthly Clinic administrative meetings.
  • Participate in assessing agency needs.
  • Assist in the formulation and implementation of policies and procedures.
  • Execute assigned administrative tasks for KU Psychological Clinic and Clinical Psychology Program
5% - Maintain Clinic office and client waiting area, ensuring that confidential client, student, or staff information is not subject to public viewing.
  • Answer clinic phone.
  • Assist in closing Clinic office and Clinic therapy rooms at end of working day (when office closes prior to hourly shift), taking care to secure all Clinic property and confidential materials.
  • Other duties as requested by supervisors.
Required Qualifications
  1. Bachelor’s degree OR a high school diploma or GED equivalency plus a minimum of two years related administrative/office support work experience
  2. Computer skills including MS Office (Word and Excel) and Adobe Creative Suite as demonstrated by application materials and previous experience
  3. Strong written communication and organizational skills as evidenced by application materials
Preferred Qualifications
  1. Experience working independently in a team environment; resolving problems, being flexible and accountable, managing multiple responsibilities, prioritizing tasks and consistently meet deadlines.
  2. A record of supervisory responsibilities.
  3. Experience establishing and maintaining effective working relationships with faculty, administrative staff and students in a higher education environment.
  4. Experience with financial accounting systems at the University of Kansas or related system types.
Additional Candidate InstructionsA complete online application requires: 1) resume; 2) a cover letter addressing required qualifications; 3) contact information for three professional references.

To ensure priority consideration, apply by July 1st, 2024.Advertised Salary Range$46,000Work Schedule8-5 Monday - FridayApplication Review BeginsMonday July 1, 2024Anticipated Start DateMonday July 15, 2024Apply to Job


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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