Department Academic Administration Assoc

University of Kentucky; Lexington (KY); Hybrid; USD 24,000 - 39,000; Full time

Job summary

University of Kentucky in Lexington, KY seeks a Department Academic Administration Associate to join the College of Arts and Sciences Department of Linguistics. The role supports the Department of Linguistics, the William S.

Webb Museum of Anthropology, and the Office of State Archaeology, managing daily operations and coordinating departmental processes. The successful candidate will facilitate collaboration with centralized college units, support faculty and students, and ensure efficient,

Qualifications

• AA required for the role.
• 4 years of related experience is preferred.
• Strong communication and organizational skills are essential.
• Ability to learn and use university systems and reporting tools.

Responsibilities

• Manage daily departmental workflow and administrative operations for the Chair, Director, and graduate/undergraduate program leadership.
• Serve as first point of contact for faculty, staff, students, visitors, and donors.
• Coordinate communications with donors with College Philanthropy staff and department leadership.

Skills

Communication

Organization

Discretion

Team collaboration

Administrative processes

Customer service

Systems literacy

Education

AA

Tools

SAP

Excel

Access

Outlook

Word

Job description

Department Academic Administration Assoc

Job Title Department Academic Administration Assoc

Requisition Number

Requisition Number RE55842

Working Title

Department Name

Work Location

Work Location Lexington, KY

Grade Level 42

Salary Range

Salary Range $17.76-28.43/hour

Type of Position

Type of Position Staff

Position Time Status

Position Time Status Full-Time

Required Education

AA

Click here for more information about equivalencies:

Required License/Registration/Certification

None

Physical Requirements

Sitting/standing at workstation for extended periods; and lifting and/or carrying light-weight objects.

Shift

Monday – Friday: 8:00 am-5:00 pm; and possibly some evenings and/or weekends.

Job Summary

Support Departmental Workflows and Success Across Linguistics and William S. Webb Museum Programs

The University of Kentucky is seeking a Department Academic Administration Associate to join the College of Arts and Sciences Department of Linguistics.

This position serves as a key administrative resource supporting the Department of Linguistics, the William S. Webb Museum of Anthropology, and the Office of State Archeology. The successful candidate will manage daily operations, coordinate departmental processes, facilitate collaboration with centralized college units, support faculty and students, and help ensure efficient, compliant, and effective department operations.

What You'll Do

• Manage daily departmental workflow and administrative operations while supporting department leadership, including the Chair, Director, Director of Graduate Studies, and Director of Undergraduate Studies.
• Serve as a primary resource for faculty, staff, students, visitors, and donors by responding to inquiries and directing requests appropriately.
• Coordinate communications with donors in collaboration with College Philanthropy staff and department leadership.
• Maintain departmental resources including websites, listservs, shared email accounts, office supplies, mail distribution, and departmental records.
• Assist faculty and staff with travel reimbursements, purchasing requests, hiring actions, technical support requests, and other university administrative processes.
• Facilitate departmental workflow with centralized college offices, including Enrollment Management, Advising, Space and Facilities, Information Technology, the Dean's Office, and the Arts and Sciences Business Center.
• Process and track academic and administrative documentation, including graduate school forms, teaching assistant credentials, syllabi, curriculum support materials, faculty records, and course scheduling submissions.
• Assist department leadership with budget monitoring activities and coordinate payroll-related information for timely processing.
• Plan and coordinate departmental events, including colloquia, visiting speakers, student recruitment activities, faculty searches, conferences, award ceremonies, and faculty meetings.
• Attend meetings, prepare meeting minutes, and support special projects and initiatives as assigned.
• Interpret and apply university policies, procedures, and regulations while promoting excellent customer service and operational consistency.

What You'll Bring

• Strong written and verbal communication skills with the ability to interact effectively with a wide range of stakeholders.
• Exceptional organizational skills and attention to detail with a commitment to accuracy and timeliness.
• Sound judgment, professionalism, discretion, and flexibility in managing competing priorities.
• Ability to collaborate effectively across departments and function as a dependable team member.
• Experience coordinating complex administrative processes and meeting established deadlines.
• Customer-service orientation with strong listening, problem-solving, and situational assessment skills.
• Ability to learn and utilize university systems, reporting tools, databases, and workflow management processes.
• 4 years of related experience

What's In It for You

• Opportunity to play a central role in supporting academic programs, faculty success, student services, and departmental operations within the College of Arts and Sciences.
• Exposure to a broad range of university processes, systems, and cross-functional partnerships that support professional growth and development.

Why Now?

As academic departments continue to balance instructional, administrative, and student-support responsibilities, strong operational leadership is essential to maintaining efficient workflows and delivering high-quality service. This role helps ensure critical academic, financial, and administrative processes are completed accurately and on time.

The Department Manager will provide vital support to faculty, students, and departmental leadership while coordinating activities across multiple university offices. Their work will contribute directly to effective departmental operations, successful events, compliance with university requirements, and an outstanding experience for the campus community.

Internal Employee Being Considered

Skills / Knowledge / Abilities

Working knowledge of SAP , Excel, Access, Outlook, and Word; multi-tasking; attention to detail; quick-learner; able to prioritize; good customer service skills.

Does this position have supervisory responsibilities?

Does this position have supervisory responsibilities? Yes

Preferred Education/Experience

Deadline to Apply

Deadline to Apply 09/22/2026

Our University Community

We value the well-being of each of our employees and are dedicated to creating a healthy place for everyone to work, learn and live. In the interest of maintaining a safe and healthy environment for our students, employees, patients and visitors, the University of Kentucky is a Tobacco & Drug Free campus.

The University follows both the federal and state Constitutions as well as all applicable federal and state laws on nondiscrimination. The University provides equal opportunities for qualified persons in all aspects of institutional operations and does not discriminate on the basis of race, color, national origin, ethnic origin, religion, creed, age, physical or mental disability, veteran status, uniformed service, political belief, sex, sexual orientation, gender identity, gender expression, pregnancy, marital status, genetic information or social or economic status.

Any candidate offered a position may be required to pass pre-employment screenings as mandated by University of Kentucky Human Resources. These screenings may include a national background check and/or drug screen.

Posting Specific Questions

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