Administrative Associate

Updated: about 2 months ago
Location: Lawrence, KANSAS



Position Overview

The Administrative Associate position will provide administrative and communications support to the Chair and Associate Chair of Undergraduate Studies for the Department of Chemistry. The position is a critical part of the administrative team that oversees the undergraduate and alumni programs, communication initiatives, public relations, and events planning. This position will also provide administrative support for the main chemistry office as needed. Work hours are normally 8am-5pm, Monday through Friday, however hours may be flexible at times based on occasional evening or weekend events.

The Administrative Associate must have strong communication, organization, interpersonal, web design and social media skills. This position reports to the Office Manager and works in close partnership with the Chair of the Department of Chemistry. This is a regular, full-time (1.0 FTE), benefits eligible position.

Job Description

40% Undergraduate and Alumni Program Support

  • Serves as a liaison to undergraduate students and Associate Chair for Undergraduate Studies
  • Interprets and provides policies and procedures to undergraduate majors
  • Maintains a database and records for undergraduate majors
  • Manages departmental scholarships and awards for undergraduates, including Bricker and Kansas ChemScholars Program and Departmental Honors
  • Administrative support for the department’s UG Affairs Committee, General Chemistry Committee, Alumni Board and Alumni Committee
  • Course Scheduling assistant and back up to Office Manager
  • Assigns permission to enroll to students in chemistry courses, including Undergraduate Research; verifies EHS Safety course completion
  • Updates, sends, tracks and reports response results for surveys every spring for BA, BS, and 3-year post graduation
  • Maintains catalog for undergraduate courses annually via Course Leaf
  • Designs and sends a quarterly newsletter to our undergraduate majors
  • Notifies students via email and social media of new job opportunities, REU programs, advanced study opportunities, and University Career Center events
  • Coordinates with Admissions to schedule faculty advising meetings with prospective students; schedules classroom/lab tours, provides recruiting event assistance for Crimson & Blue Day and Pre-Health Day
  • Supports the Beckman Scholars Program with advertisement, application, and review process; coordinates professional portraits; creates news announcements; maintains website

20% Communications and Public Relations
  • Manages outreach efforts for the Chemistry Department targeting a variety of constituents, including donors, alumni, colleagues, and current students
  • Assists with the annual departmental newsletters and other alumni communications in coordination with the Chair of the Chemistry Department
  • Advertises events for the Chemistry Department using flyers, brochures, email, social media, websites, and University calendar posts
  • Creates content and maintains Chemistry Department website and social media accounts
  • Writes and submits news articles to KU News and other news outlets

20% Event Coordination
  • Coordinates and manages departmental event details such as catering, location/room scheduling, venue set up, guest accommodations, photography, materials and handouts, presenter needs, technology resources, and other related tasks. Departmental events include Awards & Graduation Recognition Ceremony, recruitment and outreach events, alumni events, etc, which may require working occasional evenings and weekends
  • Facilitates event-related financial transactions in collaboration with the department’s Shared Service Center staff
  • Organizes birthday, retirement, and career change recognition

20% Chair and Office Support for Chemistry
  • Provides administrative support for academic misconduct to Chair
  • Resolves complex challenges related to daily functioning of department
  • Helps train and works with student hourly employees
  • Manages Chemistry Department email account
  • Helps with management of projects
  • Assists with printing posters for faculty and students in the department
  • Orders and maintains office supplies in coordination with Office Manager
  • Other duties as assigned by Office Manager or Chair

Position Requirements

Will work on campus. Department of Chemistry, 1140 GL/ISB, 785-864-4333

Required Qualifications

  • Bachelor’s degree OR a high School diploma/GED equivalency and a minimum of two years related administrative support work experience
  • Proficiency with Microsoft Office and Adobe, specifically InDesign, Photoshop, and Acrobat, as demonstrated by application materials
  • Strong written communication, interpersonal, and organizational skills, as evident by application materials

  • Preferred Qualifications

  • Bachelor’s (or Master’s) Degree in journalism, communications, marketing, English, business, or related field, or four years of recent related experience.
  • A well-organized and self-directed individual who can work with minimal amount of supervision
  • Experience with Drupal or other content management systems, as evidenced in application materials
  • Experience with social media channels, website management, graphics, and design/layout of marketing materials, including printed and email newsletters
  • Experience with shooting and editing both photos and videos.
  • Familiarity with KU, state or similar university structure.
  • Experience working with diverse groups

  • Additional Candidate Instruction

    In addition to the online application, please attach the following documents:

    • A cover letter that addresses how you meet the required and preferred qualifications.
    • Resume or curriculum vitae.
    • Contact information for three professional references.

    Incomplete applications will not be considered.

    Application review will begin December 1, 2021.  Applicants must apply by November 30, 2021.

    Advertised Salary Range

    $39,000.00 - $42,000.00

    Application Review Begins


    Anticipated Start Date


    Primary Campus

    University of Kansas Lawrence Campus

    Employee Class

    U-Unclassified Professional Staff

    Work Schedule

    8am-5pm, M-F

    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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