Administrative Associate Sr

The University of Kansas

Lawrence (KS)

On-site

USD 45,000 - 52,000

Full time

9 days ago

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Job summary

The University of Kansas in Lawrence seeks an Administrative Associate Sr to serve as the office coordinator and primary receptionist for the Chancellor’s Office in Strong Hall. You will ensure a welcoming environment and provide exceptional service to visitors and callers, supporting the executive suite and related offices.

Key duties include coordinating office operations, managing reservations and mail, handling invoices, and maintaining contact lists.

Qualifications

High School diploma or GED with four years of related experience.
Ability to handle problems independently and use judgment.
Strong written communication skills demonstrated in application materials.
Experience with Microsoft Office suite including Outlook, Word and Excel; Zoom familiarity.
Experience handling sensitive and confidential materials.

Responsibilities

Coordinate daily office operations to ensure an organized, welcoming environment.
Manage conference room and parking reservations; coordinate meeting technology.
Process invoices, P‑Card transactions, and reimbursements with proper documentation.
Maintain office mail, supplies, and equipment; coordinate repairs as needed.
Update the office manual and SOPs to reflect current processes.

Skills

Microsoft Office

Zoom

Customer service

Professional communication

Education

High School diploma/GED

Bachelor’s degree (Preferred)

Tools

Microsoft Word

Microsoft Excel

Outlook

PowerPoint

Zoom

Job description

Position Overview

The Administrative Associate Sr serves as the office coordinator and primary receptionist for the Chancellor’s Office and executive suite in Strong Hall (General Counsel, Public Affairs, CFO Office, etc.). As the first point of contact for visitors and callers, this individual plays a key role in creating a welcoming and professional environment, offering exceptional customer service at all times.

This role provides general office coordination, including reserving conference rooms and parking stalls, maintaining various contact lists, processing mail, ordering supplies, and keeping inventory. They also serve as the primary liaison for Facilities and Operations regarding maintenance and/or service needs and collaborate with the Shared Service Center Representative on expense processing.

This role provides back-up administrative support to other team members and assists with correspondence, special projects, and institutional events as assigned. Other routine duties include handling correspondence and processing letters from various partners across the institution.

The individual in this role works to build connections and community among those working within the executive suite, offices in 230 Strong Hall, and reports to the Executive Associate to the Chancellor.

Job Description

40% Office Operations

Coordinate day-to-day office operations to ensure a well-organized, efficient, and welcoming environment.
Manage reservations for office conference rooms and reserved parking stalls utilizing departmental calendars and the KU Parking Portal. Coordinate technology in the Regents Room, including initiating virtual meetings, preparing the laptop for presentations, and placing conference calls.
Serve as the primary liaison to the Shared Service Center representative. Assist with processing invoices, P-Card transactions, and reimbursements, while ensuring accurate documentation is collected and submitted in a timely manner.
Retrieve, sort, and distribute all incoming and outgoing office mail. Prioritize and date‑stamp mail addressed to the Chancellor. Apply postage to outgoing mail, prepare FedEx shipments, and ensure timely delivery of both federal and campus mail by the end of each business day. Prepare bulk mailing projects as needed. Monitor postage meter and work with accountant to ensure adequate postage funding.
Monitor and maintain office supplies, equipment, and beverage station items. Ensure availability of essential items and oversee basic troubleshooting and coordination of equipment repairs or service.
Serve as the primary contact for Facilities Services and Operations. Responsible for coordinating repairs, submitting work orders, and assisting with special projects (office moves, renovations, etc.).
Maintain and routinely update the office manual and standard operation procedures to reflect current processes and ensure operational continuity.

30% Reception & Customer Service

Serve as the primary point of contact and front-facing representative for the Chancellor’s Office and associated leadership offices located in the Strong Hall East Wing (CFO, Public Affairs, General Counsel, and Provost Office). This role functions as both gatekeeper and guide, ensuring all visitors and callers are greeted and assisted with professionalism, warmth, and discretion.
Welcome and assist a wide range of constituents – including Kansas Board of Regents officials, state and federal officials, corporate executives, alumni, University leadership, faculty, students, parents, members of the public, and media representatives. Use tact, patience, and sound judgement to manage interactions with individuals of various backgrounds and temperaments.
Maintain working knowledge of current initiatives across the Chancellor’s Office, campus and broader institution. Build and sustain collaborative relationships with key University (Financial Aid, Registrar, Student Affairs, Advising, Admissions, etc.) to ensure inquiries and concerns are directed and resolved efficiently.
Field mainline phone calls - independently handling inquiries, addressing complaints, and resolving issues presented – including those of a sensitive, complex and/or confidential nature - by connecting with appropriate University offices and contacts.
Communicate regularly with other executive suite front office staff to coordinate hospitality efforts, align security protocols, adjust office hours, and discuss shared concerns. Exercise sound judgement and high discretion in problem‑solving and represent the offices’ values and priorities.

20% Administrative Office Support

Provide general administrative support for the Chancellor’s Office, assisting with routine tasks and special assignments to ensure smooth and efficient operations.
Assist with routine letter processing, certificate signing, and special projects as assigned, including but not limited to - securing KU representation at external university inaugurations, assisting with the preparation and filing of archival files, and processing the annual Distinguished Teaching Award Letters and Faculty of Distinction Records.
Maintain and regularly update key contact lists, including University presidents/chancellors, city/county/state officials, federal and local government agencies, area Chambers of Commerce, and local school boards.
Utilize Microsoft Word and Excel to create mail merges, general address labels, and support large-scale mailings. Prepare name tags and table tents for meetings, events, and formal engagements.
Provide general office support during staff absences, ensuring continuity of service and responsiveness to internal and external stakeholders.

10% Other Responsibilities

Serve as the Chancellor’s Office representative on the Executive Suite Kitchen Committee, helping to coordinate shared kitchen upkeep and usage.
Provide administrative support for the KU United Way campaign, collaborating with the United Way of Douglas County, and the University campaign chair, and KU United Way committee.
Assist with logistical support for University-level events - including annual traditions such as Commencement and other high-profile one-time institutional events.
Serve as certified notary public for the Chancellor’s Office, offering notarial services as needed.

Required Qualifications

High School diploma/GED and four (4) years of related experience in skilled clerical, accounting, auditing or administrative support work OR four (4) years of post‑secondary education.
Demonstrated experience with handling and resolving problems, using independent judgment, and gaining necessary knowledge to apply to resolution of problems as evidenced by application materials.
Strong written communication skills as evidenced through application materials.
Three (3) years of experience with office computer systems including Microsoft Suite: Outlook, Word, and Excel; Zoom and related technologies.
Experience handling sensitive and/or confidential materials with discretion as demonstrated by related experience / work history.

Preferred Qualifications

Bachelor’s degree
Experience providing support in a university setting as evidenced by application materials.
Experience in an executive office or clerical setting as evidenced by application materials.
Prior experience with KU Structures, policies, and procedures as evidenced by application materials.
Notary Public

Additional Candidate Instructions