STEPS Administrative Assistant

University of Kentucky; Lexington (KY); On-site; USD 42,000 - 65,000; Full time

Job summary

University of Kentucky seeks an experienced administrator to support the IDEA Director’s Office. Responsibilities include processing PRDs, SRMs, JVs, and grant-related purchases after PI and business officer approvals, and communicating with vendors.

The role also covers order tracking, document maintenance, and acting as proxy for group credit cards via JOTFORM. Key duties include coordinating travel for faculty and staff, coordinating events, handling sensitive information on promotions and

Qualifications

• Experience with office administration in higher education.
• Familiarity with grant-related procurement processes is a plus.

Responsibilities

• Provide oversight and approval of annual major event planning as assigned by the Director.
• Serve as liaison to webmaster for department website.
• Coordinate and oversee all aspects of travel schedules.
• Supervise the planning of internal events hosted by the Director.
• Initiate correspondence on the Director’s behalf.
• Maintain highly sensitive and confidential information concerning faculty and staff promotions, evaluations, recommendations, disciplinary acts, and salary increases.
• Execute travel arrangements for faculty, staff, and students.
• Oversee meeting space and event arrangements.
• Monitor grant budgets, end dates, and rules; verify travel on grants is allowed and budgeted.
• Work with PIs to forecast and project remaining grant balances.

Skills

Microsoft Office

Tools

JOTFORM

Job description

Required License/Registration/Certification

Physical Requirements

Standing and walking; lifting, pushing objects up to 10lbs.

Shift

Typical working hours, such as 8:00am-4:30pm, to include the core business hours of 9:00am-3:00pm, Monday-Friday. Some nights and weekends may be required based on workload and deadlines.

Job Summary

This position will ensure effective functioning of the UK IDEA Director’s office. Responsible for processing PRDs, SRMs, and JVs. Purchases grant-related supplies and equipment, after approval by the Principal Investigators and business officer. This involves timely communication with vendors, placing orders, tracking orders, communicating with PIs on order status, maintaining documents, serves as proxy for group credit cards and entering information into the JOTFORM system.

• Provides oversight and approval of annual major event planning as assigned by the Director
• Serves as liaison to webmaster for department website
• Coordinates/oversees all aspects of the UK IDEA Director’s travel schedule
• Supervises the planning of all internal events hosted by the Director
• Initiates correspondence on the Director’s behalf
• Maintains highly sensitive and confidential information concerning faculty and staff promotions, evaluations, recommendations, disciplinary acts, and salary increases
• Execute all travel arrangements for faculty, staff, and students in UK IDEA
• Oversee all arrangements for meeting space and events
• Monitors grant budgets, end dates, and rules and verifies that all travel on grants is allowed on the grant and budgeted
• Works with the PIs to forecast and project remaining grant balances

Skills / Knowledge / Abilities

Microsoft Office suite, knowledge of University applications and processes

Does this position have supervisory responsibilities?

Does this position have supervisory responsibilities? No

Preferred Education/Experience

Deadline to Apply

Deadline to Apply 11/30/2026

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

Required fields are indicated with an asterisk (*).