Administrative Associate

Updated: about 1 month ago
Location: Lawrence, KANSAS


Counseling/Psych Svcs

Position Overview

Serves as administrative associate for the Counseling and Psychological Services (CAPS) Clinical Service.  Primary responsibilities include answering multiple phone lines, working within electronic medical system, taking messages, and checking in clients. Other responsibilities include organization and preparation of documents, data entry, and general word processing. 

The incumbent in this position will see, hear and possibly have access to confidential information that must be handled in accordance with all relevant state and federal laws and University policies and procedures regarding its use and disclosure.

This position also is authorized to review, create and process client information and/or data in accordance with established procedures in the performance of job duties.

Job Description

65% - Answers phones, schedules telehealth and in-person appointments, manages schedules for multiple providers, opens and closes office, takes messages and responds to questions from students, faculty, staff and the public.

20% - Enters client data in electronic medical health record system. Makes updates as necessary.

10% - Organizes, prepares, and processes documents.

3% - Types routine correspondence.

2% - Other duties as assigned.

Required Qualifications

  • High School diploma or completion of G.E.D. equivalency.
  • Two years of experience in general office, clerical and/or administrative support work, including six months of experience with basic computer systems.

  • Preferred Qualifications

  • Strong verbal communication skills, including ability to communicate policies and procedures over the phone and in person.   
  • Demonstrated ability to manage confidential health records and other confidential material.   
  • Previous work experience in a mental health setting.   
  • Ability to work effectively, prioritize duties, and follow directions with minimum supervision.   
  • Ability to work closely and cooperatively with co-workers.
  • Demonstrated commitment to ongoing development of multicultural competence.
  • Demonstrated ability to work collaboratively with a diverse population of students, faculty, staff, administrators, and other members of the community.
  • Ability to work cooperatively and collaboratively on interdisciplinary team, to take initiative, and to be flexible.

  • Contact Information to Applicants

    Michael Maestas, Ph.D

    Additional Candidate Instruction

    In addition to the online application, the following documents are required to be considered for this position:
    1. A cover letter addressing how required and preferred qualifications are met.
    2. Resume
    2. Contact information for three professional references.

    Application deadline is Sunday, October 31st, 2021.

    Advertised Salary Range


    Application Review Begins


    Anticipated Start Date


    Primary Campus

    University of Kansas Lawrence Campus

    Employee Class

    U-Unclassified Professional Staff

    Work Schedule

    Monday - Friday 8a.m. - 5p.m.

    Job Family

    Administrative Support-KUL

    Work Location Assignment



    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 persons have been designated to handle inquiries regarding the nondiscrimination policies and are the Title IX coordinators for their respective campuses: Director of the Office of Institutional Opportunity and Access,, Room 1082, Dole Human Development Center, 1000 Sunnyside Avenue, Lawrence, KS 66045, 785-864-6414, 711 TTY (for the Lawrence, Edwards, Parsons, Yoder, and Topeka campuses); Director, Equal Opportunity Office, Mail Stop 7004, 4330 Shawnee Mission Parkway, Fairway, KS 66205, 913-588-8011, 711 TTY (for the Wichita, Salina, and Kansas City, Kansas medical center campuses).

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