Administrative Associate

University of Kansas•Lawrence, KS

4d•Onsite

About The Position

The Center for Educational Opportunity Programs (CEOP) is housed within the School of Education & Human Sciences. CEOP’s mission is to build a legacy of learners and leaders through a commitment to education for all. The center operates multiple educational access and opportunity initiatives, including federally funded programs, state-supported activities, and fee-for-service work. This position provides administrative and operational support for the CEOP, supporting the CEOP Director and project staff. The ideal candidate is organized, dependable, and able to manage multiple priorities. Strong communication, sound judgment, attention to detail, problem-solving skills, and the ability to work independently and collaboratively are essential.

Requirements

High School diploma or GED equivalency and two years of office experience or two years of post-secondary education.
Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams, OneNote), as evidenced by prior experience.
Previous experience that required strong written communication skills, attention to detail, and organizational ability as demonstrated by application materials.

Nice To Haves

Bachelor's degree
Knowledge of KU policies, procedures, and business operations, or experience at a comparable institution
Experience with KU systems (e.g., FITC, Concur, HR/Pay, Enroll & Pay, OAC/BI tools) or similar enterprise systems
Previous experience that required the ability to work independently with accountability, demonstrating initiative, critical thinking, and follow-through, as evidenced by application materials
Experience supporting students, faculty, and staff in an administrative or service-oriented role with strong customer-service orientation and adaptability
Familiarity with educational opportunity or student success programs (e.g., TRIO, GEAR UP, CAMP), as evidenced by application materials

Responsibilities

Serve as the primary point of contact for students, faculty, visitors, and other guests providing customer service and directing individuals to appropriate locations.
Manage incoming and outgoing mail, deliveries, visitor parking requests, CEOP departmental email account(s), and phone system.
Coordinate office equipment, technology requests, workstation setup, inventory, and supply procurement in partnership with university support units.
Maintain shared office and storage spaces to ensure facilities are organized, functional, and ready for use.
Coordinate building and space-related work orders and collaborate with Facilities, IT, and vendors to ensure timely completion.
Provide administrative and logistical support for meetings, events, travel, monthly mailings, promotional/participant ordering, brochures, advertising, name plates, business cards, etc. as needed.
Maintain procedural manuals and instructional documentation related to business operations.
Provide monthly reports to the CEOP Director and Project Directors for non-sponsored funding sources, including State funds, Facilities & Administration (F&A), Endowments, Scholarships, and Fee-for-Service cost centers.
Coordinate and assist with day-to-day business transactions including procurement card activity, travel, reimbursements, invoicing, and reconciliations for sponsored and non-sponsored funds in compliance with university, state, and federal policies.
Submit and track vendor invoices, internal billings, certificate of insurance, consultant, trainer, and honorarium payments, and service payments while ensuring accurate account coding and appropriate funding sources.
Draft, submit, and manage Business Service Agreements (BSA), event contracts, service contracts, and Fee-for-Service agreements; maintain agreement tracking systems and execution timelines.
Provide targeted administrative and logistical support for special initiatives, cross-unit initiatives and evolving administrative priorities aligned with CEOP’s mission.
Assist the CEOP Director and project staff as needed.