Administrative Associate

The University of Kansas

Lawrence (KS)

On-site

USD 40,000 - 46,000

Full time

10 hours ago

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Benefits offered by this job

Tuition assistance up to 12 credit hrs

Medical & dental insurance

Retirement program

State of Kansas discounts

Life and disability insurance

Educational and professional develop.

Job summary

The University of Kansas is seeking an Administrative Associate Senior to provide administrative and operational support for Jayhawk Global at the St. Andrews Office Facility in Lawrence, KS.

The role supports executive leadership and coordinates projects, communications, and staff services to ensure smooth daily operations. Responsibilities include managing registrations and contract logistics, coordinating events, preparing materials, and handling office administration while maintaining

Qualifications

High School diploma or GED equivalency and two years of office experience.
Experience using Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and related technology.

Responsibilities

Manage registration and enrollment processes in Enrole including recurring events, registrations, payments, records, and quality reviews.
Coordinate administration of approximately 200 contracts annually from information collection to routing for signature and record maintenance.
Coordinate logistics for courses, meetings, and events including room scheduling, communications, tech setup, and on-site support.
Prepare and distribute program materials such as rosters, name tags, packets, and instructional materials.
Prepare, edit, format, and distribute publications adhering to branding and accessibility standards.
Maintain program records and documentation per university policies."
Serve as a resource to instructors, participants, and program staff on processes and operations.
Primary contact for visitors, students, instructors, and guests; provide customer service and directions.

Skills

Microsoft Office Suite

Education

High School diploma or GED equivalency

Bachelor’s degree (preferred)

Tools

Microsoft Office Suite

Job description

Position Overview

This position provides administrative and operational support for Jayhawk Global, the University of Kansas' education innovation center. The role supports executive leadership and works across the organization to keep daily operations running smoothly, coordinate projects and communications, and provide high-quality support to staff, faculty, students, and external partners.

The ideal candidate is organized, dependable, and comfortable managing multiple priorities. They enjoy building relationships, solving problems, improving processes, and helping teams work more effectively. Strong communication, sound judgment, and attention to detail are essential, along with the ability to work independently while supporting a collaborative team.

Jayhawk Global partners across the University of Kansas and beyond to develop and deliver innovative, engaging, and high-quality learning opportunities. Its work includes online degree programs, professional and workforce development, certifications, competency-based education, credit for prior learning, employee training, and enrichment programs. Serving learners across all 105 Kansas counties, all 50 states, and more than 40 countries, Jayhawk Global makes learning accessible, relevant, and empowering at every stage of life supporting personal growth, career advancement, and workforce success.

KU offers great benefits to employees with up to 176 hours of paid vacation per year, 96 hours of sick leave earned per year, nine paid holidays plus one discretionary day, a retirement program, medical & dental insurance, life and disability insurance, other benefit plan options, and State of Kansas discounts offered by various vendors. KU also offers employees educational and professional development opportunities. Tuition assistance offers up to 12 credit hours per year for employees and Employee Dependent Tuition Assistance Scholarship (EDTAS) award opportunities! Details and additional KU Benefits information available at: Tuition Assistance | KU Benefits

KU’s excellence is a result of the rich tapestry of experiences, perspectives, and backgrounds of our faculty, staff, students, and colleagues from across our nation and the globe. At KU, we invest in continuous learning and growth by creating a climate where people engage in respectful dialogue and debate and support each other’s success. We foster a culture of care where each person is seen, heard, and valued. When people feel a true sense of belonging, we believe they are better able to reach their full potential and achieve remarkable things.

The successful candidate must be eligible to work in the U.S. by the effective date of the appointment.

Job Description

40% - Program Administration

Manage registration and enrollment processes in Enrole including entering recurring events, processing registrations and payments, maintaining records, and conducting routine quality reviews.
Coordinate the administration of approximately 200 contracts annually, including collecting required information, conducting initial document review, routing agreements for signature, and maintaining contract records.
Coordinate logistics for courses, meetings, retreats, and special events, including room scheduling, participant communications, technology setup, and on-site support.
Prepare and distribute program materials, including rosters, name tags, participant packets, instructional materials, and related resources.
Prepare, edit, format, and distribute publications and communications in accordance with university branding, accessibility, and style standards.
Maintain program records and documentation in accordance with university policies and departmental procedures.
Serve as a resource to instructors, participants, and program staff regarding established processes, procedures, and program operations.

35% Office Management

Serve as the primary point of contact for visitors, students, instructors, and guests, providing customer service and directing individuals to appropriate locations.
Independently manage facilities and maintenance projects from request through completion, coordinating with appropriate partners, monitoring progress, resolving issues, and communicating building impacts and updates to staff as needed.
Coordinate room scheduling for conference rooms, classrooms, and shared spaces.
Manage incoming and outgoing mail, deliveries, and visitor parking requests.
Coordinate office equipment, technology requests, workstation setup, inventory, and supply procurement in partnership with university support units.
Maintain shared office, classroom, and storage spaces to ensure facilities are organized, functional, and ready for use.
Support building safety, emergency preparedness, annual inspections, and compliance activities by maintaining documentation and coordinating related communications and training.
Coordinate routine and preventative maintenance activities for building spaces and equipment.

25% Administrative Support

Coordinate calendars, meetings, and scheduling for the Assistant Vice Provost of Extended Learning.
Prepare agendas, meeting materials, and supporting documentation for recurring meetings and departmental activities.
Process purchasing card reconciliations, travel reimbursements, and related administrative documentation.
Maintain departmental records, files, and administrative documentation.
Assist with reporting, data collection, and special projects as assigned.
Exercise discretion in handling confidential and sensitive information.
Support departmental initiatives and perform other duties as assigned.
Provide backup coverage for the Administrative Associate Senior during absences and periods of increased workload.

Position Requirements

This position requires an in-person presence at the St. Andrews Office Facility in Lawrence, KS.
Reach, grasp, hold, lift and place moderately heavy loads and heavy loads occasionally (50 lbs) with or without accommodation.
Must have a valid driver’s license by the time of hire and maintain that license throughout employment.

Required Qualifications

High School diploma or GED equivalency and two years of office experience or two years of post-secondary education.
Experience using Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) 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

Bachelor’s degree with a minimum of 2 years of relevant experience.
Experience in a community-focused, customer-facing role, demonstrating strong interpersonal skills and the ability to engage with wide range audiences effectively, as evidenced by application materials.
Experience or education in financial coordination and record-keeping, including processing invoices, tracking expenses, and maintaining accurate financial records in accordance with university procedures, as evidenced by application materials.

Additional Candidate Instructions