Administrative Assistant (.50 FTE)

University of Kansas•Lawrence, KS

21h•Onsite

About The Position

The Kansas Biological Survey & Center for Ecological Research (KBS-CER) at the University of Kansas conducts basic and applied research addressing environmental issues at state, regional, national, and global levels. The center employs more than 100 researchers in aquatic ecology, terrestrial ecology, remote sensing, and geographic information systems. It also manages the KU Field Station, which encompasses more than 3,700 acres across four sites in northeastern Kansas, and is the administrative home for Monarch Watch. The Administrative Assistant provides general administrative and operational support to the Assistant Director, Administrative Associate, Facility Manager, and Communications Coordinator. The role supports office operations, purchasing and invoice processing, mail and records management, equipment and office logistics, and front-office customer service. The position is scheduled to staff the front office Monday through Friday, 9 a.m. to 1 p.m. A valid driver's license is required.

Requirements

High school diploma or GED and one year of office experience, or one year of post-secondary education.
Valid driver's license.
Experience with Microsoft Office applications, including Outlook, Excel, and Teams, demonstrated by work history.
Experience with standard office technology, such as an MFD, fax machine, and label maker, demonstrated by work history.
Experience organizing and managing multiple administrative tasks while maintaining attention to detail.
Strong written and verbal communication skills and a customer-service orientation, demonstrated by work history.

Nice To Haves

Bachelor's degree.
Experience working in a university research environment and/or academic setting.
Experience with KU administrative and online systems.
Knowledge of or experience with university purchasing, financial, payroll, and administrative processes, as evidenced by application materials.
Experience using FITC, University P-cards, and the Financial Service Portal.
Experience with records management, document scanning, or electronic filing systems.

Responsibilities

Assist principal investigators and administrative staff with tracking and submitting invoices to the financial service portal for payment.
Support purchasing activities by helping faculty and staff order supplies and research-related items through university procurement systems, including FITC and other assigned tools.
Research employee and student payroll, funding, and appointment questions as requested.
Serve as a contact for faculty, staff, and students regarding departmental administrative processes and general unit operations.
Arrange hospitality and refreshments for meetings and events.
Order and maintain office supplies and related materials.
Receive, sort, and distribute incoming mail and packages; maintain mailroom delivery records and notify recipients when packages arrive.
Coordinate and assist with physical mailings and shipping needs.
Prepare materials for digitization, including binding and unbinding reports and organizing documents for electronic storage.
Assist with records and digitization projects by scanning, indexing, and electronically filing historical documents and records.
Provide basic troubleshooting for Higuchi MFD and mailroom equipment and coordinate service requests as needed.
Assist with conference room scheduling and general office logistics, and maintain organized records and administrative documentation.
Serve as the front-office receptionist, greet visitors, answer the Higuchi doorbell, and screen visitors for purpose.
Answer the KBS-CER main telephone line.
Schedule Zoom meetings and send invitations.
Perform other administrative and operational support duties for KBS-CER and the KU Field Station as assigned.
Assist with special projects supporting departmental business, research, and administrative functions.