Administrative Associate Sr

• Coordinates Academic Success major assets including furniture and technology inventory and new item procurement.
• Assures proper storage of surplus items and proper disposal of items expired or no longer usable.
• Develops and maintains office procedures and practices for optimal outcomes.
• Provides coordinating support for on-site functional areas in Academic Success as needed. This includes areas such as the Summerfield Mailroom, Academic Success storage areas including Academic Success MFD's.
• Coordinates and orders office supplies, apparel, office furniture, and other procurement needs for Academic Success Initiatives teams.
• Serves as the Academic Success Initiatives purchasing coordinator and completes KU purchasing transactions and workflows appropriately.
• Adheres to KU Purchasing protocols and uses University-approved systems to process supply orders and make payments.
• Serves as central point of contact for facilities needs and requests. As needed, coordinates repairs, facilities/maintenance requests, cleaning and beautification requests, surplus and IT customer service requests for Academic Success service locations on campus.
• Manages conference room requests/approvals for assigned spaces (SUM 201, STR 150).
• Coordinates use of space in Summerfield and Strong Hall by maintaining office occupancy inventories, key inventories and managing hoteling space when available.
• Manages operations and projects independently and uses professional judgement to optimize operations as needed.
• Coordinates the collection of Academic Success unit events for our unit-wide planning calendar to assure updated information and task completion.
• Supports the creation of the Academic Success Annual Report.
• Supports the planning, organizing and execution of all events hosted by Academic Success including all-staff gatherings, professional development sessions, and events hosted by groups that Academic Success lead on campus.
• Supports the planning, organizing and execution of staff appreciation activities such as student employee finals care packages etc.

• Supports Assistant Vice Provost and Success Initiatives Leadership Team in scheduling, calendar management and scheduling meetings as needed.
• Develops and maintains office procedures and practices for optimal outcomes while providing higher level support to the directors/associate directors of five service teams.
• Maintains employee rosters, org charts, and related inventories as needed.
• Tracks the Academic Success Endowment accounts and assists with budget tracking and management.
• Coordinates full-time staff searches including scheduling, documentation and communications to candidates.
• Coordinates full-time staff onboarding including office assignments, new employee welcome kits, office resources (name tags, business cards, name plates etc.) and first week welcome steps.
• Supports onboarding steps for all student workers in ASI including technology access requests.
• Supports and contributes to the Success Initiatives team, staying abreast of priorities, evolving issues, policies and concerns.
• Arranges annual professional development travel as needed for the AVP and Success Initiatives team members as needed.
• Works with Success Initiatives teams on special ad hoc projects upon request.
• Operates with discretion often with confidential information and time sensitive projects that require autonomy and accountability.
• May supervise student workers.

• Attends relevant staff meetings and trainings related to Academic Success.
• Participates in relevant professional development annually.
• Serves as a back up to other Office Managers or Administrative team members in Academic Success when the need arises. Contributes to office coverage needs.

1. Ability to travel significantly between buildings on campus with or without accommodation.
2. Local/regional travel is less than 25% for occasional required meetings including local travel to purchase or pick up supplies with advance notice.
3. Valid drivers license.

1. High school diploma (or GED equivalent) with four years of professional office experience or four years for post-secondary education.
2. Experience planning, organizing and meeting deadlines, as shown in application materials.
3. Experience with Microsoft Office Suite and MS Teams programs, as evidenced in application materials.
4. Experience providing high level customer service and office management, as evidenced in application materials.

1. Strong organizational and interpersonal skills, with demonstrated experience working with a wide range of groups, as evidenced in application materials.
2. Knowledge of and experience with University of Kansas structure, organization, policies, procedures and or organizations, as shown in application materials.
3. Experience with web-based technologies and spreadsheet/database software, as shown in application materials.
4. Experience working within a high confidentiality work environment, as demonstrated in application materials.
5. Previous project management experience, as evidenced in application materials.

In addition to the online application, the following documents are required to be considered for this position:

• Cover letter describing how you meet the required and preferred qualifications.
• Resume.
• List of three (3) professional references (including at least one (1) previous or current supervisor).

Only complete applications will be considered.

Application review begins Thursday, March 13, 2025 and will continue until a qualified pool of applicants are identified.