Administrative Associate

• Oversee management of departmental and program spaces, including offices, classrooms, and conference/seminar rooms.
• Coordinate space planning, scheduling, and moves (furniture, IT setup, phones, signage, keys, and workspace readiness).
• Serve as primary liaison for facilities work orders, maintenance, and IT support.
• Manage office equipment, printers, technology, furniture, supplies, and confidential shredding.
• Provide front-line technology troubleshooting or coordinate with IT services.
• Coordinate purchasing, reimbursements, honoraria, and other financial transactions through the Shared Service Center.
• Assist with report preparation, receipt reconciliation, and supporting documentation for grants and academic units.
• Track and manage fund disbursement and grant expenditures to ensure compliance with financial requirements and reporting obligations.
• Procure and manage office supplies, equipment, materials, and program-related items.
• Submit and manage textbook orders and desk copy requests.

• Assist faculty with administrative processes, forms, and paperwork.
• Provide operational support (printing, mailing, transcription, etc.).
• Serve as liaison for academic policies, deadlines, and processes.
• Support class scheduling, including coordination of cross-listed courses.
• Maintain faculty, lecturer, and GTA office hour listings.
• Ensure teaching materials meet accessibility requirements.

• Serve as receptionist and primary point of contact for students, faculty, staff, partners, funders, and visitors.
• Manage academic unit and grant-related program email accounts and mailing lists, ensuring timely responses or appropriate routing.
• Respond to inquiries across email, social media, and other communication channels.
• Ensure all interactions are professional, welcoming, accurate, and timely.
• Manage websites, online learning platforms, social media platforms, newsletters, and external communications, ensuring that proper brand strategy is used consistently.
• Support production and delivery of academic unit and grant-related promotional materials (e.g., brochures, advertising, promotional materials).
• Coordinate communications with campus partners, affiliate faculty, alumni, and external stakeholders for academic units and grant programs. This includes pre-arrival and post-program communications, materials, and logistics for participants and staff.
• Prepare donor communications (e.g., thank-you and solicitation letters).
• Serve as liaison to campus partners, including KU International Affairs, KUCR, Housing, Shared Service Center, KU Alumni Association, Kansas Union, Lied Center, and the Honors Program.
• Serve as liaison with KU Endowment, maintain alumni and donor contact lists, and generate reports as needed.
• Serve as liaison with University offices, embassies, and federal systems to ensure international participants complete required visa documentation (e.g., DS-2019) and compliance requirements (e.g., health insurance, reporting).
• Support academic unit and grant program delivery through online learning platforms, including posting materials and facilitating communication.

• Maintain organized, accurate, and secure departmental records using shared drives and approved KU IT systems.
• Recruit, hire, and supervise student employees, including federal work-study positions.
• Coordinate student assignments to align with academic-year workflows and deadlines.
• Plan and coordinate academic unit and grant-related events, including orientations, faculty gatherings, banquets, visiting speakers, and co-sponsored events that may take place locally, regionally, nationally, or internationally.
• Manage academic unit and grant-related event logistics such as travel, room reservations, dining/catering, transportation, itineraries, RSVPs, materials, and communications.
• Provide on-site and pre/post-event support for academic units and grant related events.
• Attend staff meetings, record minutes, and distribute for access.
• Manage undergraduate award processes, including promotion, nomination collection, file management, committee coordination, and communication with recipients.
• Track and manage fund disbursement and grant expenditures to ensure compliance with financial requirements and reporting obligations.
• Assist with report preparation, receipt reconciliation, and supporting documentation for grants and programs.

• Serve as primary administrative support to the Chair/Director, including providing updates, executing assigned tasks, and managing correspondence.
• Assist with departmental budget coordination, fiscal planning, and strategic initiatives.
• Provide occasional support to Graduate and Undergraduate Studies leadership.
• Serve as liaison for affiliate faculty and support related communications and engagement.

• As specified by the WGSS chair and ILS director, based on needs.

Ability to lift up to 35 pounds with or without reasonable accommodation.
Authorization to work in the United States by the start of employment.
Flexibility to work evenings and weekends as needed for events, and to travel occasionally (including multi-day, in-state or national travel).

1. High School diploma or GED equivalency and two years of office experience or two years of post-secondary education.
2. Excellent written communication skills, including writing, editing, and proofreading, with strong attention to detail, as demonstrated through application materials or writing samples.
3. Demonstrated ability to work effectively, build, and maintain relationships with the public, including students, faculty, and staff.
4. Demonstrated ability to work both independently and collaboratively, taking initiative and ownership in resolving problems.
5. Previous work experience which required organizational skills, including the ability to manage multiple responsibilities, prioritize tasks, meet deadlines, and adapt to changing demands.
6. Previous work experience contributing to a positive and professional work environment, as demonstrated in application materials.
7. Previous work experience which required a high level of computer proficiency in a PC/Windows environment, including Microsoft Office Suite (especially Word and Excel).
8. Experience using university-related systems or platforms for functions such as class scheduling, purchasing, travel coordination, and publishing.

1. Master’s degree, or Bachelor’s degree with at least two years of related experience.

• Cover letter describing how you meet the required and preferred qualifications.
• Resume.
• List of three (3) professional references.