Administrative Associate

University of Kansas
United States, Kansas, Lawrence
1450 Jayhawk Boulevard (Show on map)
Jul 11, 2025
Position Overview This position will provide administrative support for the Department of English, which is part of the College of Liberal Arts and Sciences. The Administrative Associate position requires a comprehensive skill set, including strong communication, organizational, and computer skills. This position works in close partnership with other department staff as well as department leadership: the department chair, associate chair, directors of graduate and undergraduate studies, and directors of first-year writing and composition. Duties for the position cover a large and diverse range of responsibilities, completed with accuracy and minimal supervision. Self-motivation and the ability to execute responsibilities in a timely manner and to meet deadlines are critical. This is an on-campus, in-person position. The ideal candidate will be a proactive and adaptable professional who thrives both independently and as part of a collaborative team. They will take ownership in solving problems, effectively manage competing priorities, and consistently meet deadlines with accountability and flexibility. Strong interpersonal skills will enable them to build and maintain respectful, productive relationships with faculty, staff, and students in a higher education setting. They will bring solid web or design skills and demonstrate proficiency with Microsoft Word and Excel in a PC/Windows environment, while also being comfortable navigating Apple systems. Familiarity with KU systems such as PeopleSoft, Enroll & Pay, and Qualtrics is highly valued, as is a working knowledge of university policies related to purchasing, HR, and administrative procedures. Working as a staff member for the English Department within the College of Liberal Arts and Sciences provides an opportunity to take ownership of a wide range of tasks and to work with multiple other units across campus. In partnership with the College, the English Department promotes an environment where staff work together to solve problems and support their own and each other's professional growth and success. Job Description 45% Office Support and Management Assist departments with activities that support academic mission Assist with walk in requests and phone calls Assist with scanning, copying and faxing Assist with academic misconduct cases Assist with travel coordination Assist with department purchases Help manage departmental resources: office space inventory, monitors and orders office supplies, as needed, maintain bulletin boards and display case Serve as a point of contact for some internal offices including IT, Registrar, and College Communications & Marketing Assist in coordinating, preparing, and collecting course listings for schedule of classes, and collecting and posting course descriptions Help collects and post office hours for faculty and GTAs each semester Assist in management of the scheduling of the English Department conference rooms 25% Chair and Faculty Support Respond to general chair/faculty requests Provide assistance with scheduling Assist in the coordination of department meetings, including scheduling, planning and distributing agenda items and recording meeting minutes Provide support for the Chair and Director of First Year Writing (FYW) with accounting and HR tasks, in collaboration with Shared Service Center staff, including support for KU Endowment processes Assist in support for faculty searches: coordinate interview schedules and payments through SSC for job candidate reimbursements; post ads to publications & related advertising websites; coordinate and create itineraries for campus visits for faculty searches Provide support for promotion and tenure process, and sabbatical leave process, in coordination with fellow staff, Chair, committee members, and College Office. Provide support for evaluation, faculty award, and merit salary materials in coordination with Chair and FYW Program Distribute information to department faculty and graduate students via email 25% Communication & Event Coordination Coordinate and develop content for departmental newsletters and communications Update and maintain departmental website and assist with management of content, including faculty pages, department news and events, and course descriptions Create and maintain social media outlets, collecting and editing information from faculty and graduate students Create and advertise lists of office hours for faculty, lecturers and GTAs Update email and mailing lists for announcements Manage brochure production and advertising for the department Assist in planning and coordination of events, such as room reservations, itinerary planning, presenter logistics, scheduling, RSVPs, and communications Attend events to provide support, including pre- and post-event support Prepare communications for donors 5% Other As specified by the department, based on need Required Qualifications High school degree/GED plus a minimum of two years of related administrative support work experience. Excellent organizational and administrative skills and attention to detail as demonstrated by application materials. Excellent communication skills as demonstrated by application materials and as supported by references. Ability to work cooperatively as part of a team, as indicated by application materials. Preferred Qualifications Bachelor's degree Additional Candidate Instructions A complete application consists of: cover letter of interest a curriculum vitae (cv) or resume and the names, emails, and phone numbers of three professional or academic references Application review begins Monday July 28, 2025. To ensure consideration, please apply prior to this date. Contact Information to Applicants Emily Bittiger emily.bittiger@ku.edu Advertised Salary Range $46,000 Application Review Begins Monday July 28, 2025 Anticipated Start Date Wednesday August 13, 2025