Description

Position Overview

The University of Kansas College of Liberal Arts & Sciences Administrative Associate Senior provides administrative support to associate deans, manages projects as assigned, and event coordination. The work is detail oriented, collaborative in nature and requires an individual with exceptional communication and organizational skills. The Administrative Associate Senior reports to the College of Liberal Arts & Science's Chief of Staff.

Job Description

60% - Administrative Support

• Provides meeting coordination including scheduling rooms, sending meeting invites, tracking participants, and coordinating hospitality for Associate Dean of Academic Affairs and Associate Dean of Natural Sciences & Mathematics.
• Provides support for lectures, conferences, and symposiums as needed. Coordination to include but not limited to planning, communication, material and hospitality preparation, event execution, and fiscal reconciliation.
• Collects agenda items for and attends large meetings as needed to take notes and/or action items. Shares background documents and agendas in advance of large meetings.
• Handles sensitive issues with care and maintains confidentiality.
• Coordinates travel and lodging arrangements, including reservations, itinerary management, and reimbursement processing.
• Provides support for annual evaluations, including communications with chairs, directors, and other direct reports. Responsible for the request, receipt, and storage of materials and records.

15% - Project Management

• Prepares confidential documents and correspondence pertinent to the Sabbatical and Leave process, including intake of applications, unit reviews, and organization of materials. Coordinates committees, attends deliberation meetings, and finalizes evaluations in coordination with chair and vice chair. Maintains appropriate documentation within faculty and College files to ensure proper record keeping.
• Prepares confidential documents and correspondence pertinent to Research Product Awards process. Saves all documentation within faculty and College files to ensure proper record keeping.
• Prepares confidential documents and correspondence pertinent to the College CARES process, including monitoring departmental email account, intake of applications, assembling committees, and organization of materials. Coordinates committees, collection and communication of evaluations, and sending of thank you letters to committee members. Maintains appropriate documentation within faculty and College files to ensure proper record keeping.
• Coordinates and facilitates projects, initiatives, and events including scheduling, correspondence, procurement of goods and services, execution of meetings/events including all follow-up. Submits receipts and invoices for reconciliation following all current policies and procedures.

15% - File Management and Process Improvement

• Assists other College staff in the development and implementation of policies and procedures related to triaging, prioritizing, logging, escalating, and resolving all inquiries/requests.
• Creates and maintains files, records, and materials detailing project management and meeting agendas, action items, Sabbatical and Leave process, and Research Product Awards, CARES and CRISP processes.
• Collaborates as needed with internal College staff and departments or affiliate offices to clearly identify who should respond to issues that arise. Assists with escalation procedures for those issues that must be delegated or escalated accordingly as needed.

10% - Other Duties as Assigned

• Serves as liaison to other College offices: Data & Analytics, College Online, Recruitment & Outreach, Undergraduate Academic Support, Office of Graduate Affairs, Budget & Planning, as needed with occasional project support.
• Provides backup support to the office manager to ensure front reception coverage when administrative/student support is unavailable during office hours.
• Provides backup support to Executive Associate to the Dean to ensure any time-sensitive meetings are scheduled in their absence.
• Develops and retains an in-depth understanding of University and departmental policies and procedures to assist in expediting customer requests to meet and exceed customer expectations.
• Serves as backup to the office manager in monitoring the CLAS Dean departmental email account. In their absence, may be responsible for reading all incoming emails and responding or forwarding to appropriate individuals for any follow-up action. Reviews any outgoing messages that must be sent from the CLAS Dean departmental account.
• Promotes a positive and hospitable working environment that engages faculty, staff, and students in a supportive and respectful manner with an overarching goal of providing excellent service and an underlying purpose of skill-building and professional development.

Required Qualifications

Evaluation of the following requirements will be made through, (1) descriptions of work experience and educational experiences in letter of application; (2) record of accomplishments and productivity addressed in resume; and (3) information provided from professional references:

1. High school diploma or GED equivalency and four years of office experience or four years of post-secondary education
2. Experience with Microsoft Office Suite to include Outlook, Word, Power Point, and Excel as demonstrated by application materials.
3. Experience managing multiple projects and/or tasks as demonstrated by previous work history.
4. Two years of experience in a customer service environment.
5. Experience communicating and corresponding with a variety of individuals as demonstrated by previous work experience and application materials.
6. Demonstrated ability to maintain confidentiality regarding sensitive situations and files addressed in the office as evidenced in application materials.

Additional Candidate Instruction

A complete application consists of online application and the following:

• resume
• cover letter
• list of three professional references

Application review will begin on December 4, 2025, and will continue until the position is filled.

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 procedures 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. Reports can be submitted by contacting the Title IX Coordinator as provided herein or using the Title IX online report form and complaints can be submitted with the Title IX Coordinator or using the Title IX online complaint form.