Administrative Associate
- Employer
- The University of Kansas
- Location
- University of Kansas Lawrence Campus
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- Employment Type
- Full Time
- Institution Type
- Four-Year Institution
Job Details
This position provides administrative and operational support for the CEOP, supporting the CEOP Director and project staff. The ideal candidate is organized, dependable, and able to manage multiple priorities. Strong communication, sound judgment, attention to detail, problem-solving skills, and the ability to work independently and collaboratively are essential.Job Description80% - Office Management
- Serve as the primary point of contact for students, faculty, visitors, and other guests providing customer service and directing individuals to appropriate locations.
- Manage incoming and outgoing mail, deliveries, visitor parking requests, CEOP departmental email account(s), and phone system
- Coordinate office equipment, technology requests, workstation setup, inventory, and supply procurement in partnership with university support units.
- Maintain shared office and storage spaces to ensure facilities are organized, functional, and ready for use.
- Coordinate building and space-related work orders and collaborate with Facilities, IT, and vendors to ensure timely completion.
- Provide administrative and logistical support for meetings, events, travel, monthly mailings, promotional/participant ordering, brochures, advertising, name plates, business cards, etc. as needed.
- Maintain procedural manuals and instructional documentation related to business operations.
- Provide monthly reports to the CEOP Director and Project Directors for non-sponsored funding sources, including State funds, Facilities & Administration (F&A), Endowments, Scholarships, and Fee-for-Service cost centers.
- Coordinate and assist with day-to-day business transactions including procurement card activity, travel, reimbursements, invoicing, and reconciliations for sponsored and non-sponsored funds in compliance with university, state, and federal policies.
- Submit and track vendor invoices, internal billings, certificate of insurance, consultant, trainer, and honorarium payments, and service payments while ensuring accurate account coding and appropriate funding sources.
- Draft, submit, and manage Business Service Agreements (BSA), event contracts, service contracts, and Fee-for-Service agreements; maintain agreement tracking systems and execution timelines.
- Provide targeted administrative and logistical support for special initiatives, cross-unit initiatives and evolving administrative priorities aligned with CEOP’s mission.
- Assist the CEOP Director and project staff as needed.
- High School diploma or GED equivalency and two years of office experience or two years of post-secondary education.
- Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams, OneNote), as evidenced by prior experience.
- Previous experience that required strong written communication skills, attention to detail, and organizational ability as demonstrated by application materials.
- Bachelor's degree
- Knowledge of KU policies, procedures, and business operations, or experience at a comparable institution
- Experience with KU systems (e.g., FITC, Concur, HR/Pay, Enroll & Pay, OAC/BI tools) or similar enterprise systems
- Previous experience that required the ability to work independently with accountability, demonstrating initiative, critical thinking, and follow-through, as evidenced by application materials
- Experience supporting students, faculty, and staff in an administrative or service-oriented role with strong customer-service orientation and adaptability
- Familiarity with educational opportunity or student success programs (e.g., TRIO, GEAR UP, CAMP), as evidenced by application materials
- Cover letter describing how you meet the required and preferred qualifications
- Resume
- List of three (3) professional references
kamatuka@ku.eduAdvertised Salary Range$40,000-$47,000Application Review BeginsMonday October 26, 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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