Administrative Associate - 22490BR

Administrative Associate

Office of Research
University of Kansas Lawrence Campus
Work Location Assignment: 
Employee Class: 
U-Unclassified Professional Staff

Position Overview

This position will provide administrative support to the contracts and invoice processes in the Fiscal Affairs team within the KU Office of Research. The Administrative Associate will report to the Assistant Director of Procurement and Contracts, ensuring that contract processes are communicated clearly with departments, and that agreements are established promptly. The position works closely with the Purchasing Agent to process and pay invoices. This Administrative Associate will also support the Fiscal Affairs team in other administrative duties, as needed.

Job Description

50% - Contract Support: Assist the administration of contracts for the Assistant Director-Procurement and Contracts:
  • Monitor incoming requests for new all new agreements in shared mailbox.
  • Assign tracking numbers, create electronic file, and record information on spreadsheet.
  • Run necessary reports, and download supporting documentation.
  • Complete contract checklist, including pertinent information (PI, contact dates, amounts, funding) in order to assist Assistant Director in their preparation of the contract.
  • Ensure vendor is in FITC system, and if not, work with department for necessary documentation to enter vendor into system.
  • Update status of contracts in database as they are processed (e.g. first draft, final execution).

40% - Subcontract and Business Service Invoice Support: Assist in the administration of invoices for the Purchasing Agent:
  • Monitor invoices submitted through subcontract email inbox or physical mail
  • Prepare invoices for coding by the Purchasing Agent
  • Send invoices out to PI for approval. Monitor invoice approvals via correspondence with PIs/Post Award. Work with KUCR Purchasing Agent to make sure invoices are paid within 30 days. Send follow-up emails to PI as needed.
  • Enter approved invoices into FITC for payment processing.
  • Answer vendor payment inquiries.

10% - Other Administrative Duties
  • Monitor Tax Exempt email inbox and complete tax-exempt form requests.
  • Review and submit for payment utility invoices for KUCR buildings.
  • Prepare, complete, and organize yearly vehicle tag renewals and vehicle insurance renewals. Verify coding, arrange to distribution of tags and insurance cards.
  • Assist with quarterly metrics for subcontract invoice payments. Investigate any payment delays.
  • Order office supplies as needed.
  • Coordinate and maintain records for document storage (Iron Mountain) and shredding.
  • Other duties as assigned to support all areas of Fiscal Affairs.

Required Qualifications

  1. High School diploma or GED equivalency.
  2. Two years of office experience or Two years of post-secondary education
  3. One-year experience working with Microsoft Office products i.e. Excel, Word.

Preferred Qualifications

  1. Bachelor’s degree.
  2. Experience working in a university or research environment.
  3. Experience in grant accounting, fund accounting and administration.

Additional Candidate Instructions

A complete application consists of:
  • A cover letter addressing how required qualifications are met
  • Resume
  • 3 Professional References
Incomplete applications will not be considered.
  • Application review will begin July 5, 2022 and will remain open until a qualified pool of candidates has been identified.

Contact Information to Applicants

Sherry Draper

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Posting Information
Posting ID:
Office of Research
Primary Campus:
University of Kansas Lawrence Campus
Work Location Assignment:
Employee Class:
U-Unclassified Professional Staff
Application Review Begins: