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
Working as a staff member for the College of Liberal Arts and Sciences enables individuals to take ownership of various tasks. Staff members also have the support of a strong, connected group of teammates working to "aspire for excellence in research and teaching that gives insights into the past, creates answers for the present, and builds bridges to other cultures, communities and our futures."
The Department of Linguistics currently includes 12 tenured/tenure track professors, around 30 graduate students, and 100 undergraduate majors and minors. The department conducts innovative research in linguistic theory, language acquisition, and the processing of language. It is also committed to providing a comprehensive education in linguistics for undergraduate and graduate students, including the study of a wide variety of languages as a reflection of human diversity. This position serves as administrative support to the Department of Linguistics, reporting to the Chair of the department. The position encompasses all budget, human resources, office management, student and public relations, and course scheduling activities for the department. Each function of this position is designed to further the academic mission of the department. This is an in-person position.Job Description40% - Chair Support & Office Management:
- Provide administrative support to the Chair and Associate Chair with activities that support the academic mission of the Linguistics Department.
- Plan and manage departmental resources: Physical space, printers, equipment inventory, office supplies, confidential shredding service, keys.
- Serve as liaison for facilities work orders and IT support.
- Maintain and manage department records (e.g., Bylaws, FTEs, committee lists).
- Support the Chair in accounting and HR tasks in collaboration with SSC staff.
- Facilitate department meetings; take meeting minutes.
- Provide support for faculty searches in coordination with Chair and committee members.
- Coordinate with Chair and process appointments for faculty affiliates to department.
- Provide support for promotion and tenure and sabbatical leave process in coordination with Chair, committee members, and the College Office.
- Serve as department class scheduling manager; prepare course timetables for Fall, Spring, and Summer semesters; build course schedule in Enroll & Pay; submit changes, corrections, additions.
- Serve as department textbook manager; order textbooks and desk copies for Fall, Spring, and Summer semesters.
- Submit undergraduate and graduate course curricular changes, additions, deletions. Review and update course catalog.
- Serve as department liaison with SSC to track student hourly budget, department general operation budget, revenue accounts, and endowment accounts.
- Work closely with SSC in coordinating scholarship/financial aid awards, faculty overload payment, guest speaker honoraria, and contractual services payments.
- Maintain all department, faculty, and student confidential documentations/files, create department reports in collaboration with the Chair, Director of Graduate Studies, and Director of Undergraduate Studies (graduation rates, enrollment history, statistical analysis, program reviews, etc.).
- Provide administrative support for Linguistics faculty with activities that support the academic mission of the Linguistics Department.
- Assist faculty with administrative forms and paperwork including travel reimbursement.
- Serve as liaison for SSC communications and processes; direct faculty to appropriate contacts.
- Advise faculty on KU/CLAS policies, benefits, and resources, direct faculty to appropriate contacts.
- Assist faculty with course materials, handouts, reading packets, etc.
- Assist faculty with scheduling of special testing and exams, student meetings, presentations, and review sessions; submit grade change forms.
- Assist faculty with tasks such as printing, faxing, photocopying, scanning, etc.
- Communication activities include creating newsletters, websites, brochures, other advertising or public relations management. Department event activities include planning meals, scheduling rooms, event set up and take down, sending out invitations, etc.
- Produce and distribute departmental newsletters and communications; coordinate with the department Social Media Committee to manage the department’s social media presence.
- Create and update departmental website and manage content.
- Manage and post lists of office hours for faculty, lecturers and GTAs.
- Manage calendar for department’s conference room(s)/seminar rooms, maintain department bulletin boards and announcements.
- Manage department email, update email and mailing lists for announcements.
- Produce brochures and advertising copy for the department.
- Coordinate graduate student recruitment campus visits, guest speakers, faculty recruitment interviews, graduate admissions interviews, etc.
- Plan and coordinate the logistics of events such as welcoming picnic, graduation reception, semesterly research symposia, and promotion celebrations.
- Attend events to provide support, including pre- and post-event support.
- Coordinate with Jayhawk Academic Undergraduate Advisor and Director of Undergraduate Studies of the department to provide support for undergraduate students and undergraduate education.
- Serve as department liaison to Jayhawk Academic Advising and work closely with Director of Undergraduate Studies of the department, assist faculty advisors with questions.
- Together with Jayhawk Academic Advisor, assist students with information on deadlines and policies, administrative forms and paperwork, add/drop course changes, and permission numbers.
- Coordinate logistics for undergraduate recruitment visits; serve as liaison to KU Visitor Center, Undergraduate Admissions, Financial Aid, and Housing Offices.
- Coordinate with Jayhawk Academic Advisor to maintain all student confidential documentation/files and report student data.
- Coordinate with COGA Graduate Advisor and Director of Graduate Studies of the department to provide support for graduate students and graduate education.
- Coordinate with COGA Graduate Advisor and Director of Graduate Studies of the department on graduate admissions and recruitment including coordination of prospective student campus visits
- Coordinate with COGA Graduate Advisor to assist Director of Graduate Studies with updating graduate student portfolios and tracking progress.
- Coordinate with the Chair to process scholarships for research and conference related travel.
- Assist and advise GTAs, GRAs, GAs, and other graduate students with questions on academic policies, graduation requirements, financial aid/scholarships, billing, visas, housing, and other issues as appropriate.
- Maintain all student confidential documentation/files and report student data.
- Support fundraising activities of the department.
- Maintain alumni contact lists.
- Prepare communications for donors (thank you letters, solicitation letters, etc.)
- Facilitate receptions and events for donors, alumni, and prospective donors.
- High School diploma or GED equivalency and two years of office experience or two years of post-secondary education.
- Previous experience that required computer skills in a PC/Windows environment including MS Word and MS Excel, as demonstrated by application materials and previous experience.
- Previous experience that required excellent written communication skills and attention to detail, as demonstrated by application materials.
- Bachelor's degree.
- Familiarity with KU systems (e.g., OAC, Enroll & Pay, HR/Pay, IFAS, Brass Ring) and web dissemination platforms (e.g., website content management systems [CMS]), as evidenced by application materials.
- Previous experience that required taking initiative, working independently in a team environment, flexibility and accountability, managing conflicting responsibilities, prioritizing tasks, and meeting deadlines, as demonstrated by application materials.
- Experience with event planning and coordination.
- Previous experience establishing and maintaining effective working relationships with faculty, administrative staff and students in a higher education environment.
- resume
- cover letter
- list of three professional references
Advertised Salary Range$47,000 - $48,000Application Review BeginsSunday November 15, 2026Anticipated Start DateMonday January 4, 2027Apply 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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