Office Manager

Position Overview

The School of Pharmacy is seeking an office manager. The responsibilities of this position will include managing overall operations for Medicinal Chemistry Department providing liaison between chair, faculty and graduate students located in Gray-Hill Hall on main campus and Structural Biology Center on West Campus. They will make consistent decisions by improving quality results by studying, evaluating and re-designing processes and implementing departmental changes as well as exploring opportunities to add value to job accomplishments.

Job Description

Administrative – 25%
  • Administrative coordinator for Medicinal Chemistry departmental office providing liaison between chair, faculty and graduate students.
  • Establishing objectives, determining priorities, improving quality results by studying, evaluating, and re-designing processes and implementing changes regarding long range strategic planning and management.
  • Coordinate executive advisory board meeting, retreats and numerous departmental guest seminars and other events including travel arrangements, guest scheduling, housing and meals appropriate to the visit.
  • Plan named Memorial Lectures as well as alumni gatherings for numerous events.
  • Maintain health and laboratory safety records for faculty, graduate students, hourly students and postdocs.

Budget/Finance – 25%
  • Reconciles monthly budget summaries with university’s systems. Analyzes, audits and reallocates funds as necessary. Provides monthly reports to Chair and faculty showing expenditures, projections and remaining balances.
  • Provides technical guidance on appointment information for all funding sources. Audits salary reports for accuracy, determines availability of funds in salary lines, projects length of appointments and if necessary, prepares budget transfers or initiates requests to SSC for PAF forms.
  • Assists the Departmental Chair in monitoring travel expenditures per department policy and procedures
  • Process credit card transactions for Medicinal Chemistry. Invoice other departments for services.
  • Places orders for supplies, chemicals and equipment for Medicinal Chemistry faculty using state funds.
  • Maintains contract, warranty and license files.
  • Communicates with purchasing and accounting staff in other departments and attends meetings and seminars to keep informed of current and new KU purchasing policies and procedures.
  • Assist faculty with contracts (lab space, research services, etc.)
  • Submit documentation to SSC for travel authorizations for Medicinal Chemistry faculty, review and forward travel receipts for reimbursement to SSC.
  • Administers KU Endowment Association accounts and records for 14 accounts preparing payments and reconciling accounts which report to chair.
  • Tracks carry forward and monitors F&A.
  • Prepares and analyzes reports for the chair as requested.
  • Monitors Departmental fringe and F&A.
  • Works regularly with the School of Pharmacy as a financial services resource in fiscal operations for the internal and external entities by providing appropriate financial data when requested.
  • Compiles a portion of the financial data for the School of Pharmacy Assistant Dean of Finance to complete the annual AACP financial survey.

Human Resources related tasks – 15%
  • Processes new adjunct and courtesy applications and maintains the adjunct database and files.
  • Assist committee chairs to gather and submit information for new searches as well as plan multiple individual search schedules.
  • Maintains files of recruitment paperwork.
  • Assist new appointments with questions and/or procedures.

Graduate Student Recruiting – 25%
  • Proficient with Graduate Studies software (Slate) and Teams (GEM).
  • Collaborates with Departmental Directory of Graduate Studies.
  • Coordinator of graduate student recruitment and record maintenance.
  • Schedule and coordinate interview visits including travel and lodging arrangements.
  • Maintain status records of students on fellowship and traineeship stipends for periodic reporting requirements for grant renewal applications.
  • Counsel new graduate students
  • Maintain and update annual Graduate Manual

Miscellaneous – 10%
  • Coordinate WebSpace reporting with faculty
  • Works with Pharmacy web coordinator to keep web site updated
  • Maintains departmental inventory database for items under $5000 and serves as the departmental contact for Property Accounting. Tracks new equipment purchases and ensures policies are followed for disposal of old equipment.
  • Establish and maintain communications and connections with other departments, offices or entities.
  • Help with paperwork on Promotion and Tenure related reviews.
  • Maintain updated database of departmental alumni addresses.
  • Collect, edit and organize news for annual departmental alumni newsletter
  • Other duties as assigned.

Required Qualifications

  1. Bachelor's degree and five years of office experience or High School diploma or GED equivalency and seven years of office experience.
  2. Excellent written communication skills as evidenced in application materials
  3. Documented experience working independently
  4. Documented experience with Microsoft office, with specific emphasis on documented experience developing spreadsheets
  5. Documented experience with preparing PowerPoint presentations
  6. Documented experience working in an environment with multiple deadlines

Preferred Qualifications

  1. Documented experience working at the University of Kansas in an office setting or experience in higher education

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.
Review of applications will begin Tuesday, September 5, 2023.

Contact Information to Applicants

Barbara Timmerman

Advertised Salary Range


Application Review Begins

Tuesday September 5, 2023

Anticipated Start Date

Friday September 15, 2023

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Posting Information

  • Posting ID:  26103BR
  • Department:  Medicinal Chemistry
  • Primary Campus:  University of Kansas Lawrence Campus
  • Assignment:  On-Site
  • Reg/Temp:  Regular
  • Employee Class:  U-Unclassified Professional Staff
  • Review Begins:  05-Sep-2023

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