Administrative Associate Sr

Position Overview

The Office of the Vice Chancellor for Research (OVCR)/University of Kansas Center for Research (KUCR) assists faculty and research staff in obtaining and administering external research funding. The OVCR is responsible for articulating the campus research vision, administering the major research centers and institutes, investing in research infrastructure, and other research-related initiatives. As a result, the KU Office of Research staff interact with a wide variety of individuals including students, faculty, and staff of the university community and people external to KU.

The Administrative Associate Sr. is part of the Office of the Vice Chancellor for Research team providing high-level assistance to the senior leadership and working closely with program associates to track workflow in and out of the office. The Administrative Associate Sr. is responsible for the calendar support, travel, and project support for senior leadership. Other responsibilities of this position include supporting search committee activity, center five-year reviews, coordination of internal award applications, coordination of requests to the office of research for affiliate status and PI status.

As a premier international research university, the University of Kansas is committed to an open, diverse and inclusive learning and working environment that nurtures the growth and development of all. KU holds steadfast in the belief that an array of values, interests, experiences, and intellectual and cultural viewpoints enrich learning and our workplace. The Office of Research actively seeks applications from members of groups underrepresented in higher education.

Job Description

40% - Communication and Correspondence
  • Coordinates calendars and schedules for Office of Research senior leadership. Uses discretion to prioritize meeting requests, scheduled appointments and communications.
  • Plans travel itineraries, submits travel authorizations, reconciles travel expenditures, prepares and submits travel expenditure reports in accordance with university policy.
  • Prepares, edits and finalizes correspondence and other documentation.
  • Works independently to follow-up on outstanding items to ensure confidentiality and timely completion of assigned tasks.
  • Maintains a shared organizational system for data management and record retention related to the activities of the Office of Research.
50% - Administrative Support
  • Provides calendar and project management support to senior leadership as assigned.
  • Provides administrative support in annual and ad hoc project assignments, including executive searches and five-year center reviews.
  • Manages the PI Status and Adjunct Research Affiliate application process, interprets related policies and procedures and communicates them to others. Manages workflow and recordkeeping as well as coordinates final review and approval. Schedules meetings the process as needed.
  • Coordinates the receipt, processing, recordkeeping, and outcome reporting for annual internal award programs such the KUEA-Higuchi Achievement Awards, and the Stephen F. Warren Achievement Awards.
  • Provides scheduling and committee support to the KUCR Finance and Audit Committee as assigned including the recording of meeting minutes.
10% - Other Duties as Assigned
  • Works independently to handle projects that impact the organization by collaborating with internal and external entities on behalf of the Office of Research
  • Coordinates with various constituents and committees to ensure proper meeting attendance, preparation of materials and to meet various internal timelines/deadlines.
  • Assisting with duties of other support staff in the Office of Research in the event of illness, extended absence or other circumstances.
  • Works as a member of the team of staff supporting the Office of the Vice Chancellor leadership team.

Required Qualifications

  1. Bachelor’s degree or HS diploma and/or GED with four years of administrative professional experience.
  2. Experience working in an environment requiring computer skills including Word, Excel, Teams, Zoom and SharePoint.
  3. Excellent written communication skills as demonstrated by application materials.
  4. Excellent organizational skills and strong multitasking skills as evidence by prior work experience or references.
  5. Excellent attention to detail as evidenced by application materials, prior work experience, or references.

Preferred Qualifications

  1. Familiarity with KU policies and online systems.
  2. Experience in coordinating seminars, conferences, events and/or award programs.
  3. Experience in supporting a senior executive.

Additional Candidate Instructions

In addition to the online application, the following documents are required to be considered for this position:
  1. A Cover Letter (addressing how required and preferred qualifications are met).
  2. Resume or curriculum vitae.
  3. Contact information for three professional references
Application deadline is Tuesday, October 3rd. To ensure consideration apply no later than Monday, October 2nd.

Contact Information to Applicants

Julie Popiel

Advertised Salary Range


Work Schedule

Mon-Fri 8 hr/day

Application Review Begins

Tuesday October 3, 2023

Anticipated Start Date

Sunday October 29, 2023

Search Jobs

Posting Information

  • Posting ID:  26246BR
  • Department:  Office of Research
  • Primary Campus:  University of Kansas Lawrence Campus
  • Assignment:  Telework
  • Reg/Temp:  Regular
  • Employee Class:  U-Unclassified Professional Staff
  • Review Begins:  03-Oct-2023

Jobs by Type

Other Employment at KU

Related Links