Administrative Associate

The Administrative Associate plays an important role in supporting the University Career Center. Essential duties include ensuring high quality customer service for the UCC reception area and supervising student employee assistants; coordinating entry of job and internship information and troubleshooting student accounts in the career management system; and assisting the UCC Events Coordinator with routine tasks. This position reports to the Program Director for the University Career Center.

Unit Overview: The University Career Center (UCC) offers a wide range of quality services designed to support and challenge students at all points of their career development path. The University Career Center serves all KU students with a primary focus on students studying liberal arts and sciences, education, social welfare, music, architecture, and design.

Academic Success Overview: Academic Success advocates for and strategically advances education at the University of Kansas. We support students from orientation to graduation, providing them with high-quality, data-driven academic and career advising, targeted academic support systems and networks, and empowering and engaging experiential learning.  We serve the university, coordinating with faculty, staff, and students throughout KU to further educational initiatives and strategic goals. Our units include Success Initiatives, Orientation, Academic Advising and Career Advising, and University Academic Support Centers.

30% Reception Desk Coordination

• Ensure high-quality customer service for a UCC reception area that facilitates calls, check-ins, and meeting requests from students, employers, and KU staff/faculty
• Hire, train and provide daily supervision of 6-8 undergraduate student employees (Career Center Student Specialists) who provide front line reception support during academic year
• Provide on-call/back-up assistance for the reception area
• Manage the PHOG Professional Clothing Closet, which includes monitoring use, curating donated clothing and scheduling social media for closet promotion/donation needs Digital Media Coordinator.
• Coordinate and assign project requests for CCSS’s assistance from UCC staff
• Relay questions and requests for services from KU Faculty and Staff to Academic Engagement Manager

30% Career Management System

• Ensure timely job and internship postings within the career management system.
• Assist students, employers and alumni with troubleshooting career management system logins
• Prepare necessary job posting reports
• Manage departmental email account
• Assign video mock interviews to career advisors to review and track completion for class assignment.
• Communicates with other campus career services offices concerning career management system maintenance and upkeep of records.

30% Event Assistance

• Approve requests and answer routine questions from employers who are trying to register for career fairs and other recruitment and networking events.
• Post UCC career fairs and programs to the KU Calendar of Events system
• Facilitate payments and deposits for career fairs
• Communicate with event sponsors to ensure efficient delivery of sponsorship materials and metrics

10% Miscellaneous

• Attend departmental meetings; represent the UCC in HireJayhawks meetings.
• Maintain an accurate count of UCC promotional and educational materials
• Order office supplies and materials such as business cards and nametags
• Schedule search committee meetings and assist with new employee on-boarding
• Make small and routine updates to UCC website using CMS
• Other duties as assigned by the Program Director, as needed

1. This position is required to work on site. The UCC is open Monday-Friday 8:00 am – 5:00 pm.
2. The position requires the ability to work occasional evenings in conjunction with events and programming schedules/demands. Advance notification will be provided.

1. High school diploma or GED equivalency and two years of office experience OR two years post-secondary education.
2. Minimum 2 years of experience using Microsoft Office, including Word and Excel, as evidenced by application materials.
3. Excellent written communication skills, as evidenced by the application materials.

1. Strong interpersonal skills and ability to work as a team member, as demonstrated by previous work history.
2. Previous experience that required working independently, as evidenced in application materials.
3. Previous work experience that required strong communications skills, prioritizing tasks, and working on multiple items at once.
4. Supervisory experience, as evidenced in application materials.

A completed online application consists of:

1. A cover letter explaining your interest in the position and an assessment of your skills related to the required and preferred qualifications.
2. Resume.
3. A list of three professional references.