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30925BR

Job Title:

Administrative Associate

Department:

Women Gender & Sexuality Stds

Primary Campus:

University of Kansas Lawrence Campus

Job Description:

45% Chair Support & Office Management, Assisting Chairs with activities that support the academic mission of the department/program.

+ Serve as receptionist for unit/department and answer departmental emails

+ Plan and manage physical space for unit/department

+ Serve as liaison for facilities work orders

+ Manage printers and office supplies

+ Class scheduling, including the recruitment of cross-listed classes with other units

+ Manage calendar for department’s conference room(s)/seminar rooms

+ Manage classroom and office space for department

+ Contact person for front-line responsibilities related to unit mission, frequently student-related, sometimes grant- or faculty-related

+ Coordinate moves: Work with any individuals moving, arrange movers, move data services and phone service, procure furniture, coordinate basic fit out (paint), obtain keys, coordinate move of IT equipment, and change signage

+ Facilitate confidential shredding

+ Provide front-line technology support and/or contact IT

+ Advertise for, hire, and manage student hourly workers

+ Manage federal work-study opportunities to stretch departmental funds

+ Coordinate student hourly work to match deadlines of academic year

+ Manage other departmental staff (when additional staff are hired)

+ Manage scheduling for affiliate faculty

+ Contact person for affiliate faculty inquiries

+ Assist chair with coordinating the department’s fiscal year budget and strategic budget planning

+ Manage annual undergraduate award process: advertise awards, solicit nominees, maintain nominee files, coordinate with award committee, communicate with awardees

+ Occasionally assist Directors of Graduate and Undergraduate Studies

+ Responsible for maintaining clear, effective file management for the department utilizing the shared drive and approved KU IT Cloud systems as necessary.

25% Faculty Support* Respond to faculty walk-ins and requests

+ Serve as liaison for faculty for information about changing calendars, deadlines, policies, and contact persons for academic processes

+ Assist faculty with administrative forms and paperwork

+ Facilitate faculty advisor/student advising appointment processes

+ Liaison for textbook orders and obtain desk copies as needed

+ Perform various tasks for faculty such as printing, transcription, mailing, etc.

20% Communication & Department Events

+ Coordinate departmental newsletters and communications

+ Update departmental website and assist with management of content

+ Create and maintain social media outlets

+ Create lists of office hours for faculty, lecturers and GTAs

+ Update email and mailing lists for announcements

+ Coordinate communications and serve as liaison for co-sponsored events with campus units.

+ Coordinate events and communication with the Affiliate Faculty, including outreach to potential faculty members

+ Support the Chair in brochure production and advertising for the department

+ Coordinate department events: New Grad Student Orientation, Fall Faculty Welcome,

+ Spring Banquet (room reservations, catering, itineraries, travel, RSVPs, and communications)

+ Attend events to provide support, including pre- and post-event support

5% Fundraising

+ Coordinate meetings with donors

+ Prepare communications for donors (thank you letters, solicitation letters, etc.)* Coordinate alumni lists and maintain a contact list of graduates

+ Facilitate receptions and events for donors, alumni and prospective donors

+ Liaison between department and KU Endowment

5% Other Duties as Assigned

+ As specified by the department, based on needs.

Req ID** **(Ex: 10567BR)** **:

30925BR

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 Civil Rights and Title IX, [email protected], Room 1082, Dole Human Development Center, 1000 Sunnyside Avenue, Lawrence, KS 66045, 785-864-6414, 711 TTY.

Work Schedule:

M-F 8-5

FLSA Status:

Nonexempt

Contact Information to Applicants:

Katie Batza

[email protected]

Required Qualifications:

1. A high school degree/GED plus a minimum of two years of related administrative support work experience.

2. Computer skills in a PC/Windows environment including MS Word and MS Excel as demonstrated by application materials and previous experience.

3. Excellent written communication skills and attention to detail as demonstrated by application materials.

Employee Class:

U-Unclassified Professional Staff

Advertised Salary Range:

$46,000

FTE:

1.0

Preferred Qualifications:

1. Bachelor’s degree.

2. Previous experience that required working independently in a team environment and resolving problems as demonstrated by application materials.

3. Previous work experience that required flexibility and accountability, managing conflicting responsibilities, prioritizing tasks and meeting deadlines as demonstrated by application materials.

4. Experience establishing and maintaining effective working relationships with faculty, administrative staff and students in a higher education environment as demonstrated by application materials.

5. Previous experience using class scheduling, product purchasing, travel, and publishing programs and platforms used by the University of Kansas as demonstrated by application materials.

Position Overview:

The Department of Women, Gender, and Sexuality Studies (WGSS) at the University of Kansas is looking to hire a full-time Administrative Associate. This person will report to the department Chairperson and will contribute to the management and execution of the day-to-day activities of the department.

Part of the College of Liberal Arts and Sciences, WGSS fosters the interdisciplinary study of women, gender, and sexuality that seeks to produce intellectually rigorous, analytical, and creative work that embodies the perspective of gender in its local and global dimensions through teaching, research, and outreach activities.

Working as a staff member for the College of Liberal Arts and Sciences provides an opportunity to take ownership of a wide range of tasks and requires a comprehensive skill set. In partnership with each department, the College promotes an environment where staff work together to solve problems and support their own and each other’s professional growth and success.

Reg/Temp:

Regular

Application Review Begins:

21-Jul-2025

Anticipated Start Date:

01-Aug-2025

Additional Candidate Instruction:

A complete application consists of:

+ online application

+ resume

+ cover letter

+ list of three professional references

Application review begins on Monday, July 21, 2025. In order to ensure consideration, please apply prior to this date.

Job Family:

Administrative Support-KUL

Work Location Assignment:

On-Site

Position Requirements:

This position is located on-campus at 318 Blake Hall.