New

Administrative Associate

University of Kansas
relocation assistance
United States, Kansas, Lawrence
1450 Jayhawk Boulevard (Show on map)
Apr 22, 2025
Position Overview The Center for Educational Opportunity Programs (CEOP) is seeking an Administrative Associate to support the 15+ federal grants housed within the center and will report to the Assistant Director of Administration. This position will provide essential administrative, customer service, and nancial coordination support to directors and staff within CEOP. The ideal candidate will have excellent interpersonal and organizational skills, be dependable, and excellent attention to detail. They will assist with student engagement, nancial record-keeping, program support, and office management. Strong communication skills, the ability to collaborate effectively in a dynamic, fast-paced environment, and with limited supervision are key qualities for success in this role. The successful candidate must be eligible to work in the U.S. by the effective date of the appointment. KU is not able to provide H-1B sponsorship for this position. Due to complex state employment laws, the University of Kansas may be unable to hire fully remote workers for this position outside of Kansas. Specifically, we cannot currently offer employment to candidates residing in the following states: California and Delaware. We appreciate your understanding and invite interested individuals from eligible states to apply. Job Description 30% - Program Support Assist with logistics and implementation of program activities/events, including individual and group travel arrangements, catering, venues, supplies, etc. Prepare event materials such as printing name tags, compiling rosters, copying participant materials, creating and printing certificates for programs and track completion/certifications. Prepare and mail event and recruitment materials for programs. Purchase supplies and materials needed for programs, maintain central resources and inventory for program use for on-campus and off-campus programs. Completes program-specific tasks as requested (i.e., participant outreach, assembling participant materials, preparing tuition and fellowship sponsorship forms, preparing position requisitions, submitting HR paperwork, participating in committees, etc.) 30% - Administration Support Support CEOP Director, and all CEOP staff with travel authorizations, travel booking, travel expense reimbursements, and p-card transactions/reconciliations. Assist Assistant Director of Administration with departmental processes for procurement, human resources, information technology, financial services submissions, payment reconciliation, invoice payments, and manage pay-back transactions. Collaborate with Assistant Director of Administration in tracking and updating all funding, quarterly reports, salary matrixes, pcard tracking. 20% - Document & Office Management Supervise the physical environment of the main office, including submitting maintenance requests, AAI Tech Support requests, and distributing mail. Manage incoming and outgoing mail, including sorting mail and receiving packages/deliveries. Oversee and maintain MFDs (multi-function devices) for office printing and copying needs as needed for on-campus and off-campus programs. Assists with database and participant file management, maintains central office program files, updates program handbooks In collaboration with the Assistant Director of Administration, implement general office operations and procedures based on university and state statutes, regulations, and policies. 15% - Customer Service & Communication Serves as the main point of contact in the main office, greeting visitors, assisting walk-ins, and directing them to the appropriate offices or rooms. Monitor and responding to inquiries in the departmental email account. Coordinates inquiries from prospective participants and families, departmental events, and shared activities between programs. Organize meetings for CEOP Leadership, take minutes, create agendas, and manage CEOP calendar. 5% - Other Duties as Assigned Position Requirements This is a hybrid position which requires 3 days on-site in our KU campus office at Joseph R. Pearson Hall, 1122 West Campus Road., Lawrence, KS. Required Qualifications High School Diploma or GED equivalency and two years of office experience or two years of post-secondary education. Three years' work experience in an institute of higher education Strong written communication skills as demonstrated by application materials Excellent communication and organizational skills as evidenced application materials. Experience using Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams, OneNote) and related technology, with the ability to effectively utilize these tools for communication, data management, and task execution as seen in application materials. Preferred Qualifications Previous experience with the Center for Educational Opportunity Programs as evidenced by application materials Direct experience with KU systems such as FITC, Concur, OAC, Enroll & Pay, HR/Pay, TDX, etc. as evidenced in application materials. Documented work experience supporting KU students, faculty, and staff, as evidenced by application materials Exposure to KU academic, fiscal, and other regulatory policies and procedures, as evidenced in application materials. Experience in a community-focused, customer-facing role, demonstrating strong interpersonal skills and the ability to engage with large audiences effectively, As evidenced in application materials. Five or more years experience in nancial coordination and record-keeping, including processing invoices, tracking expenses, and maintaining accurate nancial records in accordance with university procedures. Additional Candidate Instructions A complete application consists of: The University of Kansas online application A cover letter that describes how you meet the required and preferred qualifications If you do not live in the Lawrence, Kansas area, include in your cover letter how you will meet the requirement of being on-site in the Lawrence office 3 days per week. Relocation assistance will not be provided for this position. A Resume or CV Contact information for three (3) professional references Incomplete applications will not be considered. Contact Information to Applicants Corinna Johnson, cljohns@ku.edu Advertised Salary Range $45,000 to $48,000, commensurate with experience Application Review Begins Friday May 2, 2025 Anticipated Start Date Monday May 12, 2025