Administrative Associate

University of Kansas
United States, Kansas, Lawrence
1450 Jayhawk Boulevard (Show on map)
Jun 11, 2025
Position Overview This full-time, benefits-eligible, unclassified professional staff position serves as the primary administrative support contact for the University of Kansas School of Law. The role manages the main administrative office and provides direct support to the Registrar's Office, handling sensitive student records, transcript and graduation verification, and enrollment coordination. This position requires strong customer service, multitasking, attention to detail, and the ability to work independently. Job Description 30% - Faculty and Administrative Support Prepare, edit, and format various documents for faculty and academic administrators. Coordinate travel and events for faculty workshops and programming. Support accommodated testing in compliance with confidentiality and accessibility standards. Maintain databases and contact lists; assist with mass mailings and other administrative projects. Proofread materials and perform data merges. Support overflow work for the Faculty Support position as needed. 30% - Registrar's Office Support Assist with maintaining and verifying student records in accordance with FERPA. Verify final transcripts, degrees, and certificate completion. Support course enrollment processes, including issuing permission codes, monitoring waitlists and responding to student inquiries. Enter CALI awards and conduct preliminary degree audits and certificate program verifications and communicate outstanding requirements to students. Generate and maintain student database reports and enter bar passage data into PeopleSoft. Respond in a timely and professional manner to inquiries from students, faculty, and staff. 15% - Office Management Serve as the Law School's front desk receptionist and first point of contact. Manage phones, routine correspondence, and appointment scheduling. Coordinate mail distribution, supply ordering, guest parking, and maintenance requests. Track and submit PCard receipts; complete procurement and hospitality forms. Manage vault inventory and oversee records retention/disposition. Order and track office and event-related supplies. Distribute, track and collect building keys per Administrative Dean direction. 15% - General Administrative Support Support Communications, Career Services, Academic & Student Affairs, Admissions, and other administrative offices with projects, ordering supplies and events. Assist with food ordering, setup, cleanup, and welcoming visitors. Prepare materials for student hiring and office setup for new hires. Perform additional duties as assigned. 10% - Room Scheduling Schedule rooms for meetings, classes, and events using 25Live. Coordinate with faculty, staff, and student organizations on event and make-up class logistics ensuring compliance with scheduling policies and procedures. Assist the Registrar with classroom changes and finding alternate spaces for accommodated students and special events as needed. Position Requirements This is an in-person 1.0 FTE (40 hours/week) position. Required Qualifications High school diploma or completion of GED equivalency. Two years of administrative office experience or two years of post-secondary education. Previous experience using Microsoft 365 applications (Word, Excel, Outlook, and Teams) as evidenced in application materials. Preferred Qualifications Previous office management experience, as evidenced by application materials. Previous experience that required organizational and time management skills. Previous customer service experience that required written and interpersonal skills, with the ability to work effectively with a wide range of populations, as evidenced by application materials. Previous experience with editing, proofreading, and word processing proficiency, as evidenced by application materials. Previous experience working in higher education, or some college coursework, associate's, or bachelor's degree, as evidenced by application materials. Additional Candidate Instructions A complete application is consists of: online application cover letter resume contact information for three professional references Review of applications will begin Monday June 23, 2025, and will continue until a suitable candidate is selected. To ensure priority consideration, apply before the review date. Contact Information to Applicants Leah Terranova leaht@ku.edu 785-864-4357 Advertised Salary Range Minimum starting $38,188 Application Review Begins Monday June 23, 2025 Anticipated Start Date Monday July 14, 2025