Administrative Associate

The University of Kansas

Lawrence (KS)

On-site

USD 35,000 - 47,000

Full time

14 days+

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Job summary

The University of Kansas, Wingspan center, is seeking an Administrative Associate to manage front desk operations and supervise student office assistants. You will support eight Wingspan staff with communications, scheduling, and space coordination to ensure smooth operations.

Responsibilities include OA training, performance evaluations, and coordinating workshops, meetings, and campus events. Strong customer service and organizational skills are essential.

Qualifications

High School diploma or GED and two years of office experience or two years of postsecondary education.

Responsibilities

Supervise up to 14 student office assistants, including hiring, scheduling, and evaluations.
Provide front desk and customer service support for Wingspan and its stakeholders.
Coordinate workshops, meetings, and spaces on campus for Wingspan staff.
Organize Wingspan space and supplies; place approved purchasing orders.
Attend team meetings and prepare meeting agendas with notes.
Represent Wingspan at campus events and coordinate classroom visits.

Skills

Customer service

Supervising employees

Training

Office administration

Education

High School diploma or GED

Tools

Outlook

Microsoft Teams

Job description

Position Overview

Reporting to the Program Director for the Wingspan: Center for Learning and Writing Support, the Administrative Associate is responsible for managing the customer service operations and administrative support for the Wingspan, a unit within the University Academic Support Centers (UASC). The Administrative Associate provides front desk customer service for Wingspan with the assistance of student office assistants (OAs). This position serves as the on-site supervisor and point of contact for OAs, overseeing their hiring, training, and ongoing supervision. The Administrative Associate will assist with other administrative duties to support the ongoing functions of the Wingspan as needed.

University Academic Support Centers (UASC) is a comprehensive student support unit designed to provide resources to strengthen the academic skills and written communication of students at the University of Kansas while supporting the University's commitment to the academic success and holistic development of students. Specifically, UASC supports the intellectual development of individuals by encouraging active participation both in and out of the classroom; coordinating services and programs in which students can acquire and practice life management, decision-making, and learning skills; and linking students to other resources that will help them learn these skills. UASC includes the Wingspan-Center for Learning and Writing Support, the Student Access Center, and the University Testing Center. UASC is a department within the Office of Academic Success.

Job Description

55% Supervision and Customer Service Support

Manages the hiring, scheduling, and supervision of up to 14 student office assistants (OAs) who assist with front-desk reception and general office support.
Ensures training, professional development, and performance evaluations for OAs focused on customer service for various stakeholders, managing the appointment system, Jayhawk GPS (EAB Navigate). This includes but is not limited to creating and delivering OA training materials and facilitating regular staff meetings and conducting yearly performance evaluations.
Serves as a member of the Jayhawk GPS/Progress Report Committee. Provides direct outreach to students through the EAB/Jayhawk GPS progress report system and supervises OAs assisting in progress reporting phone calls and email.
Collaborates with the Administrative Associate in the Student Access Center and staff in the University Test Center to cross-train OAs and ensure adequate administrative support/customer service across UASC offices and services.
Ensures OA team understands and can clearly communicate the depth and breadth of all UASC services and programs.

40% Administrative Support

Provides administrative support for eight Wingspan professional staff.
Manages communication through phone, multiple Outlook email accounts, and Microsoft Teams.
Assists program managers, coordinators, and program director in coordinating workshops, meetings and reserving spaces on campus.
Organizes and maintains the Wingspan space and supplies. Orders office supplies as needed and approved by the program director. Places food and drink orders for team retreats, trainings, and events, processing appropriate purchasing forms.
Attends Wingspan team meetings to capture accurate notes of what is discussed. Prepares the meeting agenda prior to meetings, sending out a call for agenda items leading up to the meeting.
Represents Wingspan services at campus events, including but not limited to orientation and Hawk Week. Coordinates classroom visits for the Wingspan, assigning OAs to present information about programs and services.

5% Other duties as Assigned

Required Qualifications

High School diploma or GED equivalency and two (2) years of office experience or two years of postsecondary education.

Preferred Qualifications

Bachelor’s degree strongly desired.
Experience training and supervising employees in a higher education setting as evidenced in application materials.
KU experience, as evidenced in application materials, strongly desired.
Experience working independently in a busy office with a broad base of office skills and customer service experience as shown in application materials.
Previous experience where communicating critical and complicated information with clarity and sensitivity was required, as evidenced in application materials.

Additional Candidate Instructions