Administrative Associate Sr

27490BR

Inst for Policy & Social Res

Position Overview

The Institute for Policy & Social Research (IPSR) is a designated research center for the social sciences, supporting social science researchers at the University of Kansas. IPSR supports faculty-led research centers, their directors, and a network of more than 100 affiliates, and staff.

The Administrative Associate Sr. will work independently with indirect supervision and provide support to the division director and associate director as well as other IPSR researchers and staff. The Administrative Associate Sr. is responsible for providing high-level administrative support, including producing and editing graphics, preparing and copyediting reports, creating spreadsheets and other documents for final presentation, meeting planning, scheduling, managing travel arrangements, and all purchasing for IPSR. This position also manages records, answers inquiries, and coordinates events and various other support activities.

The Administrative Associate Sr:

• Provides administrative support and project management assistance to the director and associate director.
• Provides administrative support to IPSR research center directors and to IPSR staff.
• Provides general support for grant development and administration activities.
• Manages or provides support for conferences, workshops, and other events.
• Edits research manuscripts, reports, and other technical documents for IPSR faculty affiliates, center directors, or staff.
• Processes travel and invoices, and initiates other purchases for sponsored research and general office needs.
• Supervises one or more student hourly employees.

Job Description

40% – Administrative & General Office Support
Provides administrative assistance to the director, associate director, IPSR research center directors, and IPSR staff. Schedules meetings and manages the director’s calendar. Provides administrative support for IPSR research centers, workshops, staff and researchers. Prepares deposits for IPSR accounts. Coordinates IPSR staff travel. Coordinates payment of IPSR invoices. Assists with purchasing. Monitors and orders all office consumables.

20% – Research Support
Maintains familiarity with current KU, state, and sponsoring agency policies and procedures regarding allowability of expenditures. Assists investigators with researching and identifying items for purchase, placing purchase requisitions, paying invoices, processing travel requests and reimbursement, making travel arrangements, and supporting hiring processes for sponsored research projects. May provide project management support for certain sponsored research projects.

15% – Meeting and Event Coordination
Conceptualize and plan sizable statewide and international conferences, seminars, symposiums, workshops, and events. Manages all aspects of event logistics to facilitate effective programming. Manages event budgets, maintaining event attendee lists and budget records. Coordinates production of materials for programming presentations. Manages development of IPSR events for sponsored projects and IPSR centers. Organizes monthly research luncheons. Includes public relations in coordination with IPSR staff managing communications, coordinating room, catering and travel logistics. Coordinates with speakers to assist with arrangements and travel.

10% - Supervision and Office management
Supervises one or more student assistants. Provides training, organizes daily and long-term work projects, and provides evaluations at least annually. Responsible for either executing or coordinating the execution by student assistants of greeting visitors, answering phones, managing office equipment and supplies, mail and package distribution, shredding, maintaining library materials, and maintaining/organizing IPSR spaces. Manages the coordination of opening and closing the office, keys/access, conference room calendar, and performs other general office duties as assigned.

5% – Editing & Proofreading
Copy-edits research manuscripts, books, reports, letters, publications, and other documents for the director, associate director, center directors, faculty and student affiliates, and other staff.

5% - Database Management
Maintains faculty, student, and external affiliate lists and, under direction, distributes communication on behalf of the director and assistant director to affiliates, staff and research center directors. Maintains grant file systems by entering data from proposals and awards. Maintains multiple email inbox and distributes information accordingly and file information.

5% – Outreach & Other Duties
Represents IPSR to social science faculty, researchers, and other collaborators across campus. Assists with the design and planning of initiatives that support IPSR’s mission at KU. Performs other duties as assigned.

Position Requirements

On-site - Blake Hall, 6th Floor

Required Qualifications

Preferred Qualifications

Contact Information to Applicants

Jena Gunter; [email protected]

Additional Candidate Instruction

A complete online application includes:

• Cover letter explaining how you meet the required and preferred qualifications
• Resume
• Three professional references. 
• Please also include an editing sample

Advertised Salary Range

45,000 - 52,046;Commensurate with experience

Application Review Begins

02-Apr-2024

Anticipated Start Date

15-Apr-2024

Primary Campus

University of Kansas Lawrence Campus

Employee Class

U-Unclassified Professional Staff

Job Family

Administrative Support-KUL

Conditions of Employment

Contingent on Funding

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