Administrative Associate

University of Kansas•Lawrence, KS

3d•Onsite

About The Position

The Administrative Associate provides comprehensive administrative support to the University of Kansas Department of Linguistics, reporting to the Chair. The role supports the department’s academic mission through budget and human resources coordination, office management, course scheduling, faculty and student services, communications, events, and fundraising support. The department includes 12 tenured or tenure-track professors, approximately 30 graduate students, and 100 undergraduate majors and minors. This is an in-person position, with a Monday–Friday, 8 a.m.–5 p.m. work schedule. The position manages departmental resources, records, confidential files, budgets, scheduling, and course materials; assists the Chair, Associate Chair, faculty, and department directors; and coordinates with university offices and advisors. It also supports student recruitment and advising processes, departmental communications and events, and donor and alumni activities.

Requirements

High school diploma or GED equivalency and two years of office experience, or two years of post-secondary education.
Bachelor’s degree.
Previous experience using computer skills in a PC/Windows environment, including MS Word and MS Excel.
Previous experience demonstrating excellent written communication skills and attention to detail.
Familiarity with KU systems, such as OAC, Enroll & Pay, HR/Pay, IFAS, or Brass Ring, and web dissemination platforms such as website content management systems.
Experience taking initiative, working independently and in a team environment, adapting flexibly, being accountable, managing competing responsibilities, prioritizing tasks, and meeting deadlines.
Experience with event planning and coordination.
Previous experience establishing and maintaining effective working relationships with faculty, administrative staff, and students in a higher education environment.

Responsibilities

Provide administrative support to the Chair and Associate Chair, including office and resource management, departmental records, meeting facilitation and minutes, faculty searches, appointments, promotion and tenure processes, and sabbatical leave processes.
Manage classroom scheduling, course timetables, course listings in Enroll & Pay, textbook orders, curricular changes, and course catalog updates.
Coordinate with SSC staff on accounting, human resources, budgets, revenue and endowment accounts, scholarships and financial aid, faculty overload payments, honoraria, and contractual services payments.
Maintain confidential departmental, faculty, and student files and prepare reports with department leadership on topics such as graduation rates, enrollment history, statistical analysis, and program reviews.
Provide administrative support to faculty, including paperwork and travel reimbursement, policy and resource referrals, course materials, scheduling, grade changes, and printing, faxing, photocopying, and scanning.
Produce department newsletters, communications, website content, social media updates, office-hour listings, announcements, brochures, and advertising copy; manage department email, mailing lists, and room calendars.
Plan and coordinate recruitment visits, guest speakers, interviews, receptions, symposia, and other departmental events, including event setup and take-down and on-site support.
Coordinate undergraduate student support with the Jayhawk Academic Undergraduate Advisor and Director of Undergraduate Studies, including student information, forms, course changes, recruitment visits, confidential files, and student data.
Coordinate graduate student support with the COGA Graduate Advisor and Director of Graduate Studies, including admissions and recruitment, student portfolio and progress tracking, travel scholarships, student questions, confidential files, and student data.
Support departmental fundraising by maintaining alumni contact lists, preparing donor communications, and facilitating donor, alumni, and prospective-donor events.