Administrative Associate Sr

The Administrative Associate Sr serves as the office coordinator and primary receptionist for the Chancellor's Office and executive suite in Strong Hall (General Counsel, Public Affairs, CFO Office, etc.). As the first point of contact for visitors and callers, this individual plays a key role in creating a welcoming and professional environment, offering exceptional customer service at all times.

This role provides general office coordination, including reserving conference rooms and parking stalls, maintaining various contact lists, processing mail, ordering supplies, and keeping inventory. They also serve as the primary liaison for Facilities and Operations regarding maintenance and/or service needs and collaborate with the Shared Service Center Representative on expense processing.

This role provides back-up administrative support to other team members and assists with correspondence, special projects, and institutional events as assigned. Other routine duties include handling correspondence and processing letters from various partners across the institution.

The individual in this role works to build connections and community among those working within the executive suite, offices in 230 Strong Hall, and reports to the Executive Associate to the Chancellor.

40% Office Operations

• Coordinate day-to-day office operations to ensure a well-organized, efficient, and welcoming environment.
• Manage reservations for office conference rooms and reserved parking stalls utilizing departmental calendars and the KU Parking Portal. Coordinate technology in the Regents Room, including initiating virtual meetings, preparing the laptop for presentations, and placing conference calls.
• Serve as the primary liaison to the Shared Service Center representative. Assist with processing invoices, P-Card transactions, and reimbursements, while ensuring accurate documentation is collected and submitted in a timely manner.
• Retrieve, sort, and distribute all incoming and outgoing office mail. Prioritize and date-stamp mail addressed to the Chancellor. Apply postage to outgoing mail, prepare FedEx shipments, and ensure timely delivery of both federal and campus mail by the end of each business day. Prepare bulk mailing projects as needed. Monitor postage meter and work with accountant to ensure adequate postage funding.
• Monitor and maintain office supplies, equipment, and beverage station items. Ensure availability of essential items and oversee basic troubleshooting and coordination of equipment repairs or service.
• Serve as the primary contact for Facilities Services and Operations. Responsible for coordinating repairs, submitting work orders, and assisting with special projects (office moves, renovations, etc.).
• Maintain and routinely update the office manual and standard operation procedures to reflect current processes and ensure operational continuity.

30% Reception & Customer Service

• Serve as the primary point of contact and front-facing representative for the Chancellor's Office and associated leadership offices located in the Strong Hall East Wing (CFO, Public Affairs, General Counsel, and Provost Office). This role functions as both gatekeeper and guide, ensuring all visitors and callers are greeted and assisted with professionalism, warmth, and discretion.
• Welcome and assist a wide range of constituents - including Kansas Board of Regents officials, state and federal officials, corporate executives, alumni, University leadership, faculty, students, parents, members of the public, and media representatives. Use tact, patience, and sound judgement to manage interactions with individuals of diverse backgrounds and temperaments.
• Maintain working knowledge of current initiatives across the Chancellor's Office, campus and broader institution. Build and sustain collaborative relationships with key University (Financial Aid, Registrar, Student Affairs, Advising, Admissions, etc.) to ensure inquiries and concerns are directed and resolved efficiently.
• Field mainline phone calls - independently handling inquiries, addressing complaints, and resolving issues presented - including those of a sensitive, complex and/or confidential nature - by connecting with appropriate University offices and contacts.
• Communicate regularly with other executive suite front office staff to coordinate hospitality efforts, align security protocols, adjust office hours, and discuss shared concerns. Exercise sound judgement and high discretion in problem-solving and represent the offices' values and priorities.

20% Administrative Office Support

• Provide general administrative support for the Chancellor's Office, assisting with routine tasks and special assignments to ensure smooth and efficient operations.
• Assist with routine letter processing, certificate signing, and special projects as assigned, including but not limited to - securing KU representation at external university inaugurations, assisting with the preparation and filing of archival files, and processing the annual Distinguished Teaching Award Letters and Faculty of Distinction Records.
• Maintain and regularly update key contact lists, including University presidents/chancellors, city/county/state officials, federal and local government agencies, area Chambers of Commerce, and local school boards.
• Utilize Microsoft Word and Excel to create mail merges, general address labels, and support large-scale mailings. Prepare name tags and table tents for meetings, events, and formal engagements.
• Provide general office support during staff absences, ensuring continuity of service and responsiveness to internal and external stakeholders.

10% Other Responsibilities

• Serve as the Chancellor's Office representative on the Executive Suite Kitchen Committee, helping to coordinate shared kitchen upkeep and usage.
• Provide administrative support for the KU United Way campaign, collaborating with the United Way of Douglas County, and the University campaign chair, and KU United Way committee.
• Assist with logistical support for University-level events - including annual traditions such as Commencement and other high-profile one-time institutional events.
• Serve as certified notary public for the Chancellor's Office, offering notarial services as needed.

A complete application includes the following;

1. Resume
2. Cover letter addressing how the required and preferred qualifications are met.
3. List of 3 professional references

Incomplete applications will not be considered.

Application review begins Monday, July 21st 2025 and will continue until a qualified pool of applicants is identified.

Jana Collins
janacollins@ku.edu
785.864.3131

$45,000 - $50,000

Monday July 21, 2025

Monday August 11, 2025