Administrative Associate
- Employer
- The University of Kansas
- Location
- University of Kansas Lawrence Campus
View more categoriesView less categories
- Employment Type
- Full Time
- Institution Type
- Four-Year Institution
Job Details
Job Description50% - Mechanical Engineering Department Support
- Perform departmental front desk reception duties as well as managing student office helpers who can assist. Front desk reception duties include: answer telephone; relay messages; answer email; provide assistance and information to students; check in vendor (e.g., UPS/FEDX) deliveries/pickups and notify recipients; post, receive, sort, and disperse departmental mail; maintain appointment calendar and coordinate meeting room schedules; ensure that common office areas (main reception areas, conference room supplies storage areas, ME study lounge, and kitchen area) are organized and clean; and maintain office supplies and inventory
- Direct each semester's collection and tabulation of course evaluations and senior exit interviews as needed Keep copy machine operational and contact contractor when maintenance is needed
- Prepare and update departmental telephone/email directory and calendar of events
- Distribution of and maintain records of departmental room keys
- Schedule faculty and staff candidate interviews and guide faculty candidates through their interview schedule.
- Assist the Chair of the department with archiving letters and other documents
- Edit correspondence as requested
- Direct the sending, tracking, and archiving of donor thank you letters
- Maintain and update department display and notice boards
- Maintain and updating department GTA spaces as directed
- Maintain a social media presence and website for the Department
- Assist in the scheduling and management of Department Chair calendar and appointments
- Send out blanket emails to faculty, staff, students, and alumni as directed
- Take minutes at department faculty meetings
- Track Mechanical Engineering Advisory Board communications, meetings, as well as managing minutes for those meetings.
- Make all arrangements for the Mechanical Engineering Spring Banquet including but not limited to handling invitations and RSVPs, program, venue/food, etc.
- Assist the faculty, staff, student groups, and students in submitting and managing travel requests.
- Place food orders for student groups, departmental meetings, and interviews.
- Assist student groups to purchase supplies for events.
- Order office, student project, and research supplies from vendors within the KU purchasing software.
- Monitor, correct, and approve student hourly time sheets as a delegate.
- Provide direct leadership/supervision of one or more student hourly or work study employees in the Department duty.
- Assist the Associate Chair with general correspondence with prospective students
- Assist with preparation and maintenance of student handbooks and recruiting handouts
- Other tasks as requested by Associate Chair and Faculty as approved by the Chair.
- Other Departmental tasks which are assigned by the Chair.
- This position works primarily on-site, but limited remote work may be considered per mutual agreement between the department and the selected candidate.
- High School diploma or GED equivalency and two years of office experience (such as skilled clerical, accounting, auditing, and/or administrative support work) OR two years of post-secondary education.
- Experience with basic office computer systems including MS Word, PowerPoint and Excel as demonstrated in application materials.
- Strong written communication skills as evidenced by application materials.
- Bachelor’s degree
- Higher education administrative support experience
- Experience working and communicating with different groups and levels of employees effectively as evidenced in application materials.
- Experience with university online student records system and knowledge of university academic policies and procedures
- Experience with multiple forms of online purchasing transactions as evidenced in application materials.
- Experience with Adobe Creative Cloud, Drupal, website software, and database applications (e.g., Access) as demonstrated in application materials.
- Experience managing and prioritizing multiple projects with time sensitive deadlines as demonstrated by application materials.
- resume
- cover letter describing how the required and preferred qualifications are met
- three professional references and their contact information
lfriis@ku.eduAdvertised Salary Range$40,000; commensurate with experienceApplication Review BeginsSunday October 4, 2026Anticipated Start DateMonday October 19, 2026Apply to Job
Organization
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.
Instruction
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.
Research
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.
Service
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.
Values
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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