Administrative Associate

Updated: 5 months ago
Location: Lawrence, KANSAS
Deadline: The position may have been removed or expired!


Biodiversity Institute

Position Overview

The University of Kansas Biodiversity Institute (BI), on the Lawrence campus, is one of the premier research and education institutes in the U.S. in biodiversity science, biodiversity informatics, paleobiology, biogeography, and evolutionary biology. The BI, one of the University’s designated research centers, reports to the Office of Research at KU and comprises three units:

  • Natural History Museum (NHM), in Dyche Hall, provides informal science education through its public programs and 50,000 sq. ft. of exhibit galleries.
  • Research and Collections in Dyche, Lippincott, Lindley, Haworth, Spooner and Bridwell halls and the Public Safety Building, includes 12 scientific research divisions and departments, ~10 million specimens in research collections with associated biotic data that document the life of the planet, and research laboratories, offices and equipment.
  • Paleontological Institute, in Lindley Hall, is the global hub for production of the Treatise of Invertebrate Paleontology, an encyclopedic compendium on fossil invertebrate animals.

The BI and its three units are housed in seven buildings on Main and West Campus. The BI is home to 55 staff members and 60+ graduate and undergraduate students who work in its 18 divisions and departments.

Staff members and students are engaged in scientific research, education and service in archaeology and in the faunistics, floristics, biogeography, history, paleobiology, ecology, phylogenetics, systematics, genomics, behavior, and morphology of the world’s plants and animals. Taxonomic foci include mammals, birds, amphibians, reptiles, fish, insects, corals, sea anemones, parasites, lichenized fungi, and plants, as well as fossil vertebrates, invertebrates and plants.

The BI acquires, manages, and stewards collections of recent and extinct plants and animals, and of past cultural objects, along with their associated data. The BI serves the worldwide biodiversity science and archaeology communities through extensive loans of specimens and tissues of animal and plants and cultural objects. In addition to graduate and undergraduate educational opportunities, the BI reaches 50,000 visitors annually and provides informal science education programs to 11,000 people, including schoolchildren and families, annually. The BI has an annual state operating budget approaching $3 million, which is approximately doubled or tripled through extramural grants and contracts.

The Administrative Associate for the Biodiversity Institute supports the research infrastructure and administrative functions of the Museum and Institute and provides administrative oversight to the Director’s affairs and the Administrative Office.

Job Description

40%:  Provide general administrative support for the Institute, including, but not limited to, the following tasks:

  • processing appointments for research affiliates
  • managing building access by assigning keys and programming ID cards
  • scheduling conference rooms and meetings
  • oversight of the mailroom:  placing orders for the supply cabinet, updating mailboxes as students and staff arrive and depart, maintaining order and cleanliness
  • updating records as students and staff arrive and depart such as directories, email lists, office assignments, and website profiles
  • processing event mailings and donor correspondence
  • preparing meeting minutes
  • set-up behind-the-scenes tours

20%:  Serve as general receptionist in the administrative office of the BI, providing a central, initial point of contact for staff, student, and public inquiries concerning BI administration, infrastructure, collections, research, and education.

20%:  Manage incoming and prepare postage and documentation for outgoing deliveries, taking care to ensure that regulations pertaining to the national and international transport of scientific specimens have been followed.

5%:  Assist with event planning including quarterly meetings of the Board of Advisors, monthly staff meetings, and staff receptions.

5%:  Maintain the Director’s calendar and assist with travel arrangements.

5%:  Provide courier service for the BI’s research divisions on the main and west campuses.

5%:  Other duties as assigned.

Required Qualifications

  • Bachelor’s degree in any field of study.
  • Minimum 2 years administrative support experience.
  • Experience that provides evidence of organizational skills including time management, attention to detail, initiative, and working independently. 
  • Demonstrated excellence in written communication skills as documented in application materials.
  • Experience working effectively and efficiently as a team member with a diverse group of people as evidenced in application materials and work history.
  • Demonstrated spreadsheet and word processing skills (MS products preferred) as demonstrated in application materials and work history.

  • Position Requirement:
  • Valid Drivers License

  • Preferred Qualifications

  • Administrative experience in an academic/scientific research environment.
  • Knowledge of University and State administrative procedures.
  • Work experience in a customer service setting.
  • Excellent oral and interpersonal communication skills.
  • Customer service skills including patience, use of positive language, and goal-oriented focus.
  • Ability to use software for spreadsheet development and mail merge document management.

  • Contact Information to Applicants

    Jaime Keeler

    Additional Candidate Instruction

    A complete online application consists of the following:

  • Resume
  • Cover Letter
  • Names and contact information for three references
  • Application review begins June 10, 2019 and continues until a pool of qualified applicants is received. 

    Advertised Salary Range

    Starting at $35,000

    Application Review Begins


    Anticipated Start Date


    Work Location

    University of Kansas - Lawrence

    Employee Class

    U-Unclassified Professional Staff

    Work Schedule

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

    Job Family

    Administrative Support-KUL


    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: Executive Director of the Office of Institutional Opportunity & Access,, 1246 West Campus Road, Room 153A, Lawrence, KS 66045, 785-864-6414, 711 TTY 9for 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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