Administrative Associate

University of Kansas
dental insurance, paid holidays, sick time, tuition assistance
United States, Kansas, Lawrence
1450 Jayhawk Boulevard (Show on map)
Mar 19, 2025
Position Overview This position will provide essential administrative, customer service, and nancial coordination support for Jayhawk Global, an education innovation center at KU. The ideal candidate will have excellent interpersonal and organizational skills, dependability, and attention to detail while assisting with visitor engagement, nancial record-keeping, program support, and office management. This position must operate with limited supervision and have the discretion to make transactional decisions. Strong communication skills and the ability to collaborate effectively in a dynamic, fast-paced environment are key qualities for success in this role. Jayhawk Global is an education innovation center that advances and delivers non-traditional forms of learner engagement, including online degree programs, professional and workforce development, certications, competency-based educational offerings, credit for prior experience, employee training, and enrichment learning. Jayhawk Global's mission is both internal, working collaboratively with all KU academic schools and departments, and external, serving all 105 Kansas counties, 50 U.S. states, and over 40 countries. The units in Jayhawk Global include Academic & Professional Programs (including the Aerospace Short Course Program, KU IT Boot Camps, and the Osher Lifelong Learning Institute), the Kansas Fire & Rescue Training Institute, Jayhawk Flex, and the Center for Online & Distance Learning. KU offers great benets to employees with up to 176 hours of paid vacation per year, 96 hours of sick leave earned per year, nine paid holidays plus one discretionary day, a retirement program, medical & dental insurance, life and disability insurance, other benet plan options, and State of Kansas discounts offered by various vendors. KU also offers employees educational and professional development opportunities. Tuition assistance offers up to 12 credit hours per year for employees and Employee Dependent Tuition Assistance Scholarship (EDTAS) award opportunities! Details and additional KU Benets information available at: Tuition Assistance \| KU Benets KU's excellence is a result of the rich tapestry of experiences, perspectives, and backgrounds of our faculty, staff, students, and colleagues from across our nation and the globe. At KU, we invest in continuous learning and growth by creating a climate where people engage in respectful dialogue and debate and support each other's success. We foster a culture of care where each person is seen, heard, and valued. When people feel a true sense of belonging, we believe they are better able to reach their full potential and achieve remarkable things. The successful candidate must be eligible to work in the U.S. by the effective date of the appointment. Job Description 30% - Customer Service & Communication Greeting visitors, assisting walk-ins, and directing them to the appropriate offices or rooms. Process registration forms and payments for walk-in visitors. Assist with monitoring and responding to inquiries in the departmental email account. Handle incoming calls and messages related to customer accounts. 30% - Program Support Coordinate logistics for on-site classes including greeting instructors and students, A/V and tech setup, and room setup. Prepare event materials such as printing name tags, compiling rosters, and copying participant materials. Enter recurring events into the registration system. Create certicates for course completers and assist with certication processes. Assist with end-of-semester certication tasks, such as entering Enrole notes and managing records. 20% - Financial Coordination & Record-Keeping Monitor outstanding invoices and follow up on overdue payments. Track and process journal entries, providing record management and oversight. Apply and deposit checks (Osher, KFRTI). Provide back-up support for accounts receivable, including processing payments, reconciling A/R balances, running month-end reports, and sending late letters for delinquent accounts. Provide back-up support for reconciling and submitting deposits to KU systems. Take incoming calls and messages regarding customer accounts when the JG Accountant is out of the office. 20% - Document & Office Management Under limited supervision reviews and approves transactions for Jayhawk Global units Edit and format documents, including PDFs from ParScore, for accuracy and consistency. Manage incoming and outgoing mail, including sorting mail and receiving packages/deliveries. Oversee and maintain MFDs (multi-function devices) for office printing and copying needs as needed. Submit facility work orders as needed. Assists Executive Associate in the scheduling and monitoring of calendars for Jayhawk Global leadership and shared rooms. In collaboration with the Executive Associate, implement general office operations and procedures based on university and state statutes, regulations, and policies that may affect departments in Jayhawk Global. Other duties as assigned. Position Requirements This position requires an in-person presence at the St. Andrews building in Lawrence, KS. Reach, grasp, hold, lift and place moderately heavy loads and heavy loads occasionally (50 lbs) with or without accommodation. Required Qualifications High School diploma or GED equivalency and two years of office experience or two years of post-secondary education. Experience using Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and related technology, with the ability to effectively utilize these tools for communication, data management, and task execution as seen in application materials. Preferred Qualifications Bachelor's degree with a minimum of 2 years of relevant experience. Experience in a community-focused, customer-facing role, demonstrating strong interpersonal skills and the ability to engage with diverse audiences effectively. Experience or education in nancial coordination and record-keeping, including processing invoices, tracking expenses, and maintaining accurate nancial records in accordance with university procedures. Additional Candidate Instructions In addition to the online application, the following documents are required to be considered for this position: A cover letter addressing how required and preferred qualications are met. Resume or curriculum vitae. Contact information for three professional references. Application review begins Tuesday, April 1, 2025 and will continue until a qualied pool of applicants is identied. #LI-HR1 Contact Information to Applicants Tara Campbell campbell@ku.edu Advertised Salary Range Starting at $40,000 Application Review Begins Tuesday April 1, 2025 Anticipated Start Date Monday April 28, 2025