Administrative Associate Sr

Position Overview

The Administrative Associate Senior provides advanced administrative support for Jayhawk Global. The position manages scheduling and coordination for the Vice Provost for Jayhawk Global & Competency-Based Education, Director of Finance & Business Operations and the Director of the Kansas Fire & Rescue Training Institute.

This position reports to the Assistant Director, Executive Operations. The role operates with indirect supervision and requires independent decision-making, interpretation of policies and procedures, and effective coordination across multiple units. The position also provides backup support for the Administrative Associate for Jayhawk Global, ensuring continuity of operations during absences or busy periods.

Jayhawk Global is an education innovation center that advances and delivers non-traditional forms of learner engagement, including online degree programs, professional and workforce development, certifications, competency-based educational offerings, credit for prior experience, employee training, and enrichment learning. Jayhawk Global's mission is both internal, working collaboratively with all KU academic schools and departments, and external, serving all 105 Kansas counties, 50 U.S. states, and over 40 countries. The units in Jayhawk Global include Academic & Professional Programs (including the Aerospace Short Course Program, KU IT Boot Camps, and the Osher Lifelong Learning Institute), the Kansas Fire & Rescue Training Institute, Jayhawk Flex, and the Center for Online & Distance Learning.

KU offers great benefits to employees with up to 176 hours of paid vacation per year, 96 hours of sick leave earned per year, nine paid holidays plus one discretionary day, a retirement program, medical & dental insurance, life and disability insurance, other benefit plan options, and State of Kansas discounts offered by various vendors. KU also offers employees educational and professional development opportunities.

Tuition assistance offers up to 12 credit hours per year for employees and Employee Dependent Tuition Assistance Scholarship (EDTAS) award opportunities! Details and additional KU Benefits information available at: Tuition Assistance | KU Benefits

Job Description

50% - Executive Support

• Maintains complex calendars and administrative support needs for the Vice Provost of Jayhawk Global & Competency-Based Education, Director of Finance & Business Operations and the Director of the Kansas Fire & Rescue Training Institute, prioritizing requests based on organizational needs.
• Manages travel logistics for supported leaders, ensuring efficient departmental coordination and adherence to KU travel policies and procedures.
• Communicates the viewpoints and priorities of Jayhawk Global Vice Provost and Directors, keeping commitments aligned with organizational direction.
• Serves as a primary point of contact for internal and external stakeholders seeking access to leadership.

30% - Meeting & Event Support

• Develops agendas and meeting materials that highlight the priorities of Jayhawk Global Vice Provost and/or Directors, provides participants with the appropriate context for discussion.
• Manages meeting logistics with attention to detail and practical planning, making certain attendees have what they need to participate effectively.
• Records meeting minutes capturing key discussions, decisions, and action items, and distributes them as appropriate.
• Monitors follow-up actions, keeping items moving forward and elevating issues when additional direction from Jayhawk Global Vice Provost and/or Directors is appropriate.

15 % - Office & Facility Coordination

• Helps maintain a smooth and well-organized office environment by coordinating workspace needs, supplies, and basic equipment support.
• Communicates facility and operational concerns on behalf of Jayhawk Global, using discretion to determine what can be handled directly and what warrants leaders' awareness.
• Assists with space coordination, including key and access requests, room scheduling, and supporting occasional workspace updates or moves.
• Completes special projects assigned by the Vice Provost, Directors or Assistant Director, Executive Operations.
• Provides backup support to the Administrative for Jayhawk Global, ensuring continuity of administrative operations.

5% - Other

• Uses sound judgment and discretion when handling emerging responsibilities, keeping actions aligned with the expectations and priorities of Jayhawk Global.
• Performs other duties as assigned to support the effective operation of Jayhawk Global.
• Participates in professional development and training opportunities to maintain and enhance skills relevant to the position.

Position Requirements

1. This position requires an in-person presence at the St. Andrews building in Lawrence, KS.
2. Reach, grasp, hold, lift and place moderately heavy loads and heavy loads occasionally (50 lbs) with or without accommodation.

Required Qualifications

1. High school diploma or GED equivalency and four years of office experience or four years of post-secondary education.
2. Experience using Microsoft Office Suite (Teams, SharePoint, Word, Excel, PowerPoint, Outlook) and related technology, with the ability to effectively utilize these tools for communication, data management, and task execution as seen in application materials.

Preferred Qualifications

1. Experience managing calendars for leaders and coordinating meetings and agenda materials.
2. Experience in a university setting or another complex organization, as evidenced in application materials.

Contact Information to Applicants

Naomi James
naomi.james@ku.edu

Additional Candidate Instruction

In addition to the online application, the following documents are required to be considered for this position:

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

Only complete applications will be considered.

Application review begins March 30th, 2026, and will continue until a qualified pool of applicants are identified.

Advertised Salary Range

46-55,000, commensurate with experience and qualifications

Application Review Begins

30-Mar-2026

Anticipated Start Date

12-Apr-2026

Primary Campus

University of Kansas Lawrence Campus

FTE

1.0

Reg/Temp

Regular

FLSA Status

Nonexempt

Employee Class

U-Unclassified Professional Staff

Work Location Assignment

On-Site