Administrative Assistant (.50 FTE)

University of Kansas; Lawrence (KS); On-site; USD 22,000 - 31,000; Part time

Job summary

The University of Kansas, Kansas Biological Survey & Center for Ecological Research (KBS-CER) in Lawrence, KS, seeks an Administrative Assistant to support front office operations Mon-Fri, 9am-1pm, and assist the Assistant Director and staff with a range of administrative tasks. This role includes invoicing, procurement, payroll queries, and records management.

responsibilities cover mail, digitization, hotel/hospitality coordination, and general office logistics.

Qualifications

• High school diploma or GED and 1 year of office experience, or 1 year of post-secondary education.
• Experience with Microsoft Office applications (Outlook, Excel, Teams, etc.) as demonstrated by work history.
• Experience with standard office technology (MFD, fax machine, label maker, etc.) as demonstrated by work history.
• Experience organizing and managing multiple administrative tasks while maintaining attention to detail.
• Strong written and verbal communication skills and customer service orientation as demonstrated by work history.

Responsibilities

• Assist Principal Investigators (PIs) and administrative staff with tracking and submitting invoices to the financial service portal for payment.
• Provide support for purchasing activities, including assisting faculty and staff with ordering supplies and research-related items through university procurement systems (FITC and other university purchasing tools as assigned).
• Research and gather information related to employee and student payroll, funding, and appointment questions as requested.
• Serve as a point of contact for faculty, staff, and students regarding departmental administrative processes and general unit operations.
• Manage hospitality arrangements and coordinate refreshments for meetings and events.
• Order and maintain office supplies and related materials.
• Drive fleet vehicles as needed for hospitality and other events.
• Assist facility manager in transporting vehicles for maintenance as needed.
• Receive, sort, and distribute incoming mail and packages.
• Maintain records related to mailroom deliveries and notify recipients of package arrivals.
• Coordinate and assist with physical mailings and shipping needs.
• Prepare materials for digitization, including binding and unbinding reports and organizing documents for electronic storage.
• Assist with digitization and records management projects by scanning, indexing, and electronically filing historical documents and records.
• Provide basic troubleshooting assistance for Higuchi MFD and mailroom equipment. Coordinate service requests when needed.
• Assist with conference room scheduling and general office logistics.
• Support departmental operations by maintaining organized records and administrative documentation.
• Serve as front office receptionist for guests/colleagues. Greet visitors to the office.
• Answer the Higuchi doorbell. Screen visitors for purpose.
• Answer the KBS-CER main telephone line.
• Schedule various Zoom meetings and send invitations.
• Perform other administrative and operational support duties for KBS-CER and the KU Field Station as assigned.
• Assist with special projects that support departmental business, research, and administrative functions.

Skills

MS Office

Office experience

Communication skills

Attention to detail

Customer service

Organizational skills

Education

Bachelor's degree

Tools

MFD

Fax machine

Label maker

Job description

Position Overview The Kansas Biological Survey & Center for Ecological Research (KBS-CER) at the University of Kansas (KU) conducts basic and applied research that addresses state, regional, national, and global environmental issues. The research center employs >100 researchers in the fields of aquatic ecology, terrestrial ecology, remote sensing, and geographic information systems. The center also manages the KU Field Station, which consists of more than 3,700 acres over four sites in northeastern Kansas, and is the administrative home for Monarch Watch. The KBS-CER is seeking an Administrative Assistant to be present in the front office from Monday through Friday, 9am - 1pm. The Administrative Assistant position is involved with multiple administrative activities of the KBS-CER. The Administrative Assistant provides general assistance to the Assistant Director, Administrative Associate, Facility Manager and Communications Coordinator.

Job Description

70% - OFFICE OPERATIONS

• Administrative and Business Support
  • Assist Principal Investigators (PIs) and administrative staff with tracking and submitting invoices to the financial service portal for payment.
  • Provide support for purchasing activities, including assisting faculty and staff with ordering supplies and research-related items through university procurement systems (FITC and other university purchasing tools as assigned).
  • Research and gather information related to employee and student payroll, funding, and appointment questions as requested.
  • Serve as a point of contact for faculty, staff, and students regarding departmental administrative processes and general unit operations.
  • Manage hospitality arrangements and coordinate refreshments for meetings and events.
  • Order and maintain office supplies and related materials.
  • Drive fleet vehicles as needed for hospitality and other events.
  • Assist facility manager in transporting vehicles for maintenance as needed.
• Mail, Records, and Information Management
  • Receive, sort, and distribute incoming mail and packages.
  • Maintain records related to mailroom deliveries and notify recipients of package arrivals.
  • Coordinate and assist with physical mailings and shipping needs.
  • Prepare materials for digitization, including binding and unbinding reports and organizing documents for electronic storage.
  • Assist with digitization and records management projects by scanning, indexing, and electronically filing historical documents and records.
• Office and Technology Support
  • Provide basic troubleshooting assistance for Higuchi MFD and mailroom equipment. Coordinate service requests when needed.
  • Assist with conference room scheduling and general office logistics.
  • Support departmental operations by maintaining organized records and administrative documentation.

25% - FRONT OFFICE & CUSTOMER SERVICE

• Serve as front office receptionist for guests/colleagues. Greet visitors to the office.
• Answer the Higuchi doorbell. Screen visitors for purpose.
• Answer the KBS-CER main telephone line.
• Schedule various Zoom meetings and send invitations.

5% - OTHER DUTIES AS ASSIGNED

• Perform other administrative and operational support duties for KBS-CER and the KU Field Station as assigned.
• Assist with special projects that support departmental business, research, and administrative functions.

Position Requirements

• Candidate must have a valid driver's license.

Required Qualifications

1. High school diploma or GED and one (1) year of office experience, or one (1) year of post-secondary education.
2. Experience with Microsoft Office applications (Outlook, Excel, Teams, etc.) as demonstrated by work history.
3. Experience with standard office technology (MFD, fax machine, label maker, etc.) as demonstrated by work history.
4. Experience organizing and managing multiple administrative tasks while maintaining attention to detail.
5. Strong written and verbal communication skills and customer service orientation as demonstrated by work history.

Preferred Qualifications

1. Bachelor's degree.
2. Experience working in a university research environment and/or academic setting.
3. Experience with KU administrative and online systems.
4. Knowledge of or experience with university purchasing, financial, payroll, and administrative processes as evidenced by application materials.
5. Experience using FITC, University P-cards, and Financial Service Portal.
6. Experience with records management, document scanning, or electronic filing systems.

Contact Information to Applicants

Brandy Hildreth Baranski
[e-mail]

Advertised Salary Range

$19 per hour at .50 FTE (20 hours per week)

Anticipated Start Date

Monday December 7, 2026