Administrative Associate Sr

Position Overview

Primary responsibilities include development and implementation of an academic department that offers recruitment, admissions support, orientation, student life connections, advising supports, progress monitoring towards graduation, and graduation oversight. Works closely with Department Committees, Area Program Coordinators, the ISJ organization, and other campus units, University administrators, Faculty, Staff, and graduate students.

Job Description

Course Scheduling 50%

• Serve as Department scheduling officer, coordinate Department's ongoing course sequence, course rotation, staffing, and scheduling with Department Chair and Program Area Coordinators to identify instructors and ensure information is shared with relevant parties
• Coordinate with all campus personnel regarding scheduling and space needs
• Maintain Department website and catalog in coordination with relevant School and campus personnel

Administrative Support 50%

• Coordinate event planning for Department events, including receptions at professional conferences and events and lectures hosted by the Department such as site visits, faculty retreats, Advisory Board meetings, receptions, faculty and staff events, special recognitions, and student events.
• Collaborate with Department Chair and faculty to communicate the Department's contributions to local, state, and federal initiatives with various constituent groups (e.g., donors, community, schools, state and federal representatives) and in various modalities (e.g., websites, social media, newsletters).
• Supervise student hourly employees as assigned by Chair
• Coordinate with KU Endowment to maintain records of donations and communicate with donors.
• Support coordination of Department meetings
• Support Department committees, program coordinators, and faculty as assigned by Chair
• Serve as staff support for Department committees as assigned by Chair
• Maintain Department financial account records
• Manage procurement and purchasing for the Department
• Support the Department Chair and faculty in planning for and hosting visiting scholars and candidates for open positions.
• Contribute information for development of Department reports for the Chair and Dean of the School (e.g., NCATE, US News and World Report, student data reporting, course scheduling, admissions, progress towards degree forms, annual departmental reports)
• Maintain archives of departmental files related to students, faculty, academic programs, courses, and syllabi.
• Provide and coordinate support to Department Chair, calendaring for the Chair and Department, correspondence, report generation, and other support as assigned by the Chair.
• Assist Department Chair with staff and faculty searches and hiring process as assigned
• Serve as back up to the Student Services Administrator as needed.

Required Qualifications

1. High School diploma or GED equivalency and four years of administrative experience or four years of post-secondary education
2. One year of experience with data entry
3. One year of experience working to support an office of professionals
4. Experience with coordinating & completing several projects simultaneously in the areas of student admissions, event planning, and project management as evidenced in application materials
5. One year of experience with Microsoft software, including Outlook, Word, Excel and Teams

Preferred Qualifications

1. Experience supporting staff and students
2. Experience in event planning and implementation
3. Knowledge and experience working with KU or in other university settings
4. Experience working independently and in team-based environments
5. Demonstrated leadership, initiative, and follow-up skills as evidenced in application materials
6. Strong written communication skills, interpersonal skills, and organizational skills as evidenced in application materials

Additional Candidate Instruction

A complete application includes:

• cover letter
• resume
• list of three professional references

Application review begins Friday, May 15, 2026. To ensure consideration, please apply prior to that date.