Administrative Associate Sr
- 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
This role provides general office coordination, including reserving conference rooms and parking stalls, maintaining various contact lists, processing mail, ordering supplies, and keeping inventory. They also serve as the primary liaison for Facilities and Operations regarding maintenance and/or service needs and collaborate with the Shared Service Center Representative on expense processing.
This role provides back-up administrative support to other team members and assists with correspondence, special projects, and institutional events as assigned. Other routine duties include handling correspondence and processing letters from various partners across the institution.
The individual in this role works to build connections and community among those working within the executive suite, offices in 230 Strong Hall, and reports to the Chief of Staff.Job Description40% Office Operations
- Coordinate day-to-day office operations to ensure a well-organized, efficient, and welcoming environment.
- Manage reservations for office conference rooms and reserved parking stalls utilizing departmental calendars and the KU Parking Portal. Coordinate technology in the Regents Room, including initiating virtual meetings, preparing the laptop for presentations, and placing conference calls.
- Serve as the primary liaison to the Shared Service Center representative. Assist with processing invoices, P-Card transactions, and reimbursements, while ensuring accurate documentation is collected and submitted in a timely manner.
- Retrieve, sort, and distribute all incoming and outgoing office mail. Prioritize and date-stamp mail addressed to the Chancellor. Apply postage to outgoing mail, prepare FedEx shipments, and ensure timely delivery of both federal and campus mail by the end of each business day. Prepare bulk mailing projects as needed. Monitor postage meter and work with accountant to ensure adequate postage funding.
- Monitor and maintain office supplies, equipment, and beverage station items. Ensure availability of essential items and oversee basic troubleshooting and coordination of equipment repairs or service.
- Serve as the primary contact for Facilities Services and Operations. Responsible for coordinating repairs, submitting work orders, and assisting with special projects (office moves, renovations, etc.).
- Maintain and routinely update the office manual and standard operation procedures to reflect current processes and ensure operational continuity.
- Serve as the primary point of contact and front-facing representative for the Chancellor’s Office and associated leadership offices located in the Strong Hall East Wing (CFO, Public Affairs, General Counsel, and Provost Office). This role functions as both gatekeeper and guide, ensuring all visitors and callers are greeted and assisted with professionalism, warmth, and discretion.
- Welcome and assist a wide range of constituents – including Kansas Board of Regents officials, state and federal officials, corporate executives, alumni, University leadership, faculty, students, parents, members of the public, and media representatives. Use tact, patience, and sound judgement to manage interactions with individuals of various backgrounds and temperaments.
- Maintain working knowledge of current initiatives across the Chancellor’s Office, campus and broader institution. Build and sustain collaborative relationships with key University (Financial Aid, Registrar, Student Affairs, Advising, Admissions, etc.) to ensure inquiries and concerns are directed and resolved efficiently.
- Field mainline phone calls - independently handling inquiries, addressing complaints, and resolving issues presented – including those of a sensitive, complex and/or confidential nature - by connecting with appropriate University offices and contacts.
- Communicate regularly with other executive suite front office staff to coordinate hospitality efforts, align security protocols, adjust office hours, and discuss shared concerns. Exercise sound judgement and high discretion in problem-solving and represent the offices’ values and priorities.
- Provide general administrative support for the Chancellor’s Office, assisting with routine tasks and special assignments to ensure smooth and efficient operations.
- Assist with routine letter processing, certificate signing, and special projects as assigned, including but not limited to - securing KU representation at external university inaugurations, assisting with the preparation and filing of archival files, and processing the annual Distinguished Teaching Award Letters and Faculty of Distinction Records.
- Maintain and regularly update key contact lists, including University presidents/chancellors, city/county/state officials, federal and local government agencies, area Chambers of Commerce, and local school boards.
- Utilize Microsoft Word and Excel to create mail merges, general address labels, and support large-scale mailings. Prepare name tags and table tents for meetings, events, and formal engagements.
- Provide general office support during staff absences, ensuring continuity of service and responsiveness to internal and external stakeholders.
- Serve as the Chancellor’s Office representative on the Executive Suite Kitchen Committee, helping to coordinate shared kitchen upkeep and usage.
- Provide administrative support for the KU United Way campaign, collaborating with the United Way of Douglas County, and the University campaign chair, and KU United Way committee.
- Assist with logistical support for University-level events - including annual traditions such as Commencement and other high-profile one-time institutional events.
- Serve as certified notary public for the Chancellor’s Office, offering notarial services as needed.
- High School diploma/GED and four (4) years of related experience in skilled clerical, accounting, auditing or administrative support work OR four (4) years of post-secondary education.
- Demonstrated experience with handling and resolving problems, using independent judgment, and gaining necessary knowledge to apply to resolution of problems as evidenced by application materials.
- Strong written communication skills as evidenced through application materials.
- Three (3) years of experience with office computer systems including Microsoft Suite: Outlook, Word, and Excel; Zoom and related technologies.
- Experience handling sensitive and/or confidential materials with discretion as demonstrated by related experience / work history.
- Bachelor’s degree
- Experience providing support in a university setting as evidenced by application materials.
- Experience in an executive office or clerical setting as evidenced by application materials.
- Prior experience with KU Structures, policies, and procedures as evidenced by application materials.
- Notary Public
- Resume
- Cover letter addressing how the required and preferred qualifications are met.
- List of 3 professional references
Application review begins Monday, October 12th and will continue until a qualified pool of applicants is identified.Contact Information to ApplicantsJulie Murray
jnmurray@ku.edu
785-864-3133Advertised Salary Range$45,000-$52,000Application Review BeginsMonday October 12, 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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