Administrative Assistant
- 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
Work Schedule: Monday through Friday, 7:30 a.m. to 4:00 p.m.
Operations Business Office within KU Operations provides general oversight for most departments within Operations, including financial oversight, capital project audits and organizational efficiency. KU Operations supports KU’s mission of learning, scholarship, and creative endeavor by providing the visible and behind-the-scenes services that make possible the university’s academic and research missions.
KU offers great benefits to employees with up to 176 hours of paid vacation per year, 96 hours of sick leave earned per year, nine paid holidays plus one discretionary day, a retirement program, medical & dental insurance, life and disability insurance, other benefit plan options, and State of Kansas discounts offered by various vendors. KU also offers employees educational and professional development opportunities.
Tuition assistance offers up to 12 credit hours per year for employees and Employee Dependent Tuition Assistance Scholarship (EDTAS) award opportunities! Details available at: https://humanresources.ku.edu/tuition-assistance
KU’s excellence is a result of the rich tapestry of experiences, perspectives, and backgrounds of our faculty, staff, students, and colleagues from across our nation and the globe. At KU, we invest in continuous learning and growth by creating a climate where people engage in respectful dialogue and debate and support each other’s success. We foster a culture of care where each person is seen, heard, and valued. When people feel a true sense of belonging, we believe they are better able to reach their full potential and achieve remarkable things.
KU is not able to provide immigration sponsorship for this position.Job Description40% CMMS Operations and Service Coordination
- Receive and process work and service requests submitted through various communication channels, including phone, email, and electronic systems.
- Evaluate, prioritize, and initiate work and service requests within Maximo, ensuring accurate and detailed documentation.
- Gather necessary information from requestors when work and service requests are incomplete.
- Assign work and service requests to appropriate personnel and ensure all required documentation is attached and available to responsible service teams.
- Monitor and update work and service request statuses and communicate progress to campus stakeholders.
- Recognize emergency situations, initiate appropriate response procedures, and coordinate communications with affected individuals and departments.
- Collaborate with KU Operations staff to coordinate notifications related to building and maintenance emergencies, utility outages, equipment failures, and building system disruptions.
- Serve as a resource to departments by explaining maintenance-related versus billable work and service requests, clarifying potential charges, and facilitating the appropriate request process.
- Provide system data, reports, and operational information to Operations management and staff as requested.
- Support users in navigating CMMS workflows, processes, and system functionality throughout all stages of the work and service request lifecycle.
- Monitor, audit, and maintain CMMS data to ensure accurate work and service order classifications, priorities, asset assignments, locations, bill types, cost centers, and financial coding.
- Review and correct system errors, duplicate requests, and inconsistent data.
- Collaborate with the Operations Financial team to verify cost centers, funding information, and billing details for service requests.
- Work closely with the Work Management Supervisor and other team members to identify and implement system improvements.
- Coordinate with University stakeholders regarding equipment status, testing requirements, and operational updates.
- Verify funding sources and process labor charge adjustments as requested by Accounting, managers, and supervisors.
- Serve as a receptionist and central communications resource for the department.
- Direct incoming calls, screen inquiries, and route communications appropriately.
- Maintain a professional and customer-focused approach when assisting faculty, staff, students, and external partners.
- Serve as part of the after hours phone rotation, responding to outage notification outside of normal business hours according to established schedules and protocols.
- Assist with onboarding and training of new Work Management employees.
- Support ongoing training for managers, supervisors, and operational staff related to CMMS usage, communication protocols, and work management procedures.
- Provide backup support for the Work Management Supervisor and team during absences.
- Contribute to process improvement initiatives that enhance efficiency, service quality, and communication throughout Campus Operations.
- Assist with vendor scheduling for housing maintenance.
- Perform other duties as assigned to support departmental and organizational objectives.
- Primarily sedentary work, involving sitting for extended periods.
- Occasional walking to different locations within the office or campus.
- Ability to lift and carry light objects, such as files or documents, if needed.
- Valid driver’s license at the time of hire and through duration of employment.
- High school diploma or GED equivalent and one (1) year of experience in general office, clerical, administrative support, customer service, or related work experience; OR one (1) year of post-secondary education.
- One (1) year of experience using computer systems, databases, or business software applications as demonstrated through application materials.
- Strong organizational and multitasking skills as evidenced by application materials.
- Excellent written and verbal communication abilities as evidenced by application materials and references.
- Exceptional customer service and interpersonal skills as evidenced by application materials and references..
- Strong attention to detail and commitment to data accuracy as evidenced by application materials.
- Experience working with maintenance management, work order, or enterprise systems.
- Experience that required the ability to work independently while collaborating effectively with others.
- Experience working in a college or university setting.
- Cover letter describing how you meet the required and preferred qualifications
- Resume/CV
- List of three (3) professional references
Application review begins Monday, October 5th and will continue until a qualified pool of applicants is identified.Contact Information to ApplicantsTanya Childers
t460h627@ku.eduAdvertised Salary RangeStarting at $40,000Application Review BeginsMonday October 5, 2026Anticipated Start DateMonday November 2, 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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