Administrative Associate

Schools of Music (1928), KU is the only institution authorized by the Kansas Board of Regents to grant doctoral degrees in music. The University of Kansas is a Carnegie Research-Extensive Institution with a student body of over 30,000 students representing every state and more than 113 foreign countries. The University is located in Lawrence, a city with a population exceeding 95,000. The community is known for its support of the arts and education and regularly appears in various "best town" listings. The Administrative Associate is responsible for promoting the image, engagement, and operational effectiveness of the School of Music through donor relations, fundraising support, alumni engagement, special events coordination, purchasing, travel administration, and special projects. Reporting to the Director of Finance, this position serves as a key liaison among the Dean's Office, KU Endowment, faculty, staff, students, alumni, donors, and external constituents. The position works collaboratively with the KU Endowment Director of Development for the School of Music, the Dean, the Friends of Music organization, School of Music faculty and staff, and other internal and external stakeholders. The incumbent must demonstrate professionalism, flexibility, initiative, and sound judgment while managing multiple priorities and deadlines. As a member of the Dean's Office staff, this position may be called upon to support additional priorities of the Dean and assist with the successful operation of the School of Music. Some evening and weekend work may be required to support donor, alumni, and special events. Job Description 50% - Purchasing and Travel Administration: Serve as the primary point of contact for purchasing and travel activities within the School of Music, ensuring compliance with university policies and procedures. Coordinate daily business operations, including departmental purchases, faculty and staff purchases, faculty travel, guest artist expenses, departmental permits, office supplies, and other assigned administrative functions. Serve as a resource for faculty, staff, and students regarding university purchasing and travel policies and procedures. Review purchasing and travel requests to determine appropriate procurement methods while ensuring cost-effective use of State, Endowment, and other funding sources. Process and monitor financial transactions, including accounts payable and accounts receivable activities. Submit vendor payments through the Finance Service Portal for processing. Communicate with the Director of Finance to verify funding availability and obtain necessary approvals. Coordinate with Shared Service Center staff to facilitate purchasing and travel transactions. Resolve issues with vendors related to product availability, order status, delivery, billing, or damaged goods. Attend training sessions and meetings regarding purchasing and travel policies and communicate updates to School of Music personnel. Reconcile procurement card transactions and other financial records as assigned. 25% - Development and Fundraising Support: Partner with the Dean and KU Endowment staff to support fundraising, donor engagement, and stewardship initiatives for the School of Music. Support efforts to identify, cultivate, solicit, and steward donors to the School of Music. Coordinate donor experiences to ensure seamless communication and collaboration between the School of Music and KU Endowment. Assist with development proposals, donor correspondence, donor recognition, and stewardship activities. Manage annual giving initiatives, including Friends of the School of Music and the Dean's Club. Coordinate fundraising activities associated with One Day, One KU, and other university-wide campaigns. Support special fundraising initiatives and capital campaigns as assigned. Coordinate scholarship stewardship activities, including donor acknowledgment communications, recognition opportunities, and scholarship-related events. Identify and coordinate sponsorship opportunities for concerts, performances, and special events. Develop donor engagement materials and promotional collateral. Arrange and coordinate donor visits and meetings with the Dean, faculty, and other School representatives. Maintain positive relationships with donors, sponsors, and other external stakeholders. 10% - Alumni Relations: Serve as the primary liaison between the School of Music and its alumni community. Coordinate communication and engagement efforts with School of Music alumni. Support alumni affinity groups, including the Band Alumni Association and other alumni organizations. Collaborate with the KU Alumni Association on alumni engagement initiatives. Promote alumni participation in School of Music events, programs, and fundraising activities. Assist in developing strategies to strengthen alumni relationships and support for the School. 10% - Special Events Management: Coordinate events that support donor engagement, alumni relations, fundraising, and promotion of the School of Music. Plan and coordinate special events in consultation with the Dean and KU Endowment staff. Organize donor, alumni, fundraising, and public relations events on and off campus. Coordinate logistics, communications, budgets, and event execution. Collaborate with faculty, staff, students, and campus partners to ensure successful event outcomes. Ensure compliance with university event policies and procedures. Serve as a representative of the School of Music at designated events and functions. 5% - Dean's Office Support and Special Projects: Support strategic initiatives and operational priorities of the Dean's Office. Assist the Dean with special projects and assignments. Support initiatives that advance the mission and strategic goals of the School of Music. Assist in facilitating the effective operation of the Dean's Office. Provide administrative support for emerging priorities and projects as needed. Perform other related duties as assigned. Required Qualifications High School diploma or GED equivalency and two years of office experience or two years of post-secondary education. Experience managing multiple priorities and deadlines. Excellent written communication skills, as evidenced by application materials. Preferred Qualifications Experience in fundraising, donor relations, or development activities. Experience with project management. Experience planning and coordinating events. Experience working in a collaborative environment with multiple stakeholders. Experience in higher education, nonprofit organizations, or arts administration. Experience with financial transactions, purchasing, travel processing, or budget administration. Contact Information to Applicants Emily Rossin, eglaser@ku.edu Additional Candidate Instruction In addition to the online application, the following documents are required to be considered for this position: A cover letter addressing how required and preferred qualifications are met. Resume or curriculum vitae. Contact information for three (3) professional references. Incomplete applications will not be considered. Application review begins Monday, October 5th. For consideration, please apply no later than Sunday, October 4th. Advertised Salary Range $45,000 Application Review Begins 05-Oct-2026 Anticipated Start Date 26-Oct-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 Disclaimer The University of Kansas prohibits discrimination on the basis of race, color, ethnicity, religion, sex, national origin, age, ancestry, disability, status as a veteran, sexual orientation, marital status, parental status, gender identity, gender expression, and genetic information in the university's programs and activities. Retaliation is also prohibited by university policy. The following person has been designated to handle inquiries regarding the nondiscrimination policies and is the Title IX coordinator for all KU and KUMC campuses: Associate Vice Chancellor for the Office of Civil Rights and Title IX, civilrights@ku.edu, Room 1082, Dole Human Development Center, 1000 Sunnyside Avenue, Lawrence, KS 66045, 785-864-6414, 711 TTY.