Administrative Associate

Position Overview The KU School of Business is seeking an Administrative Associate to provide support to the Management & Entrepreneurship academic area. This position provides a variety of specialized administrative support to Academic Area Director(s), faculty, lecturers, and students. This position also initiates financial processing for payments and reimbursements; serves as the primary contact for a range of internal and external constituents; and coordinates a wide range of activities including area events and guest visitors. This position reports indirectly to the Management & Entrepreneurship Area Director and directly to the Administrative Coordinator for the Academic Areas Admin Team. The Administrative Coordinator is responsible for oversight and the professional development of the Administrative Associate. The position is one of a team of five that support all the academic areas across the school. Individuals with a team mindset, a work smarter not harder attitude, and strong customer service skills are encouraged to apply. This position is a unique .90 FTE, requiring only 36 hours per week; therefore, allowing flexibility for a better work-life balance. This position is designated as on-campus, with the flexibility to work remotely per School guidelines and KU policy. The Administrative Associate’s office will be located in beautiful Capitol Federal Hall, a 166,500 square foot modern facility, home to the KU School of Business. Position is benefits eligible. KU offers excellent benefits to employees including generous retirement contributions, paid vacation and sick leave, insurance, and various discount programs. Health insurance options are offered at the full-time equivalency rate even though the position is a .90 FTE. The successful candidate must have appropriate authorization to work in the U.S. before employment begins. Job Description 75% Administrative and Financial Support Manage office workflow, inventory, correspondence, calendars, and filing systems to ensure smooth operations. Coordinate logistics for guests, events, and faculty recruiting, including travel arrangements, hotel reservations, catering, and schedules. Support may include major area events such as regional conferences or student case competitions requiring more complex event logistics. Prepare and process financial transactions such as reimbursements, p-card reconciliations, and purchasing, in a timely manner. Maintain accurate records and documentation. May utilize financial software to track budgets, PDAs or other expenses, as directed by Area Director. Manage student job posting(s), collect data for each student hire, submit hiring information promptly, and update student’s employment appointment as changes or terms occur. Coordinate, distribute, process and file course and instructor evaluations for in-person and on-line classes in accordance with School and University guidelines. Serve as a resource for inquiries, directing questions appropriately and ensuring timely responses. May arrange appointments and maintain calendars for Area Director(s). Provide assistance to certificate director(s) and staff, for certificate programs within the academic area, if appropriate. Identify inefficient or outdated processes and make recommendations for improvements to enhance workflow and service quality. May recruit, supervise and train student assistants. Complete other job-related duties as assigned by Area Director. 10% Administrative Team Engagement Assisting colleagues during peak workload periods and sharing best practices. Participating in regular team meetings, collaborative projects and professional development activities. Supporting team initiatives such as process documentation and administrative manual updates. Completing other duties as assigned by Administrative Coordinator. 10% Constituent Relations Assisting with meetings, special projects, and event coordination. Collaborating with Communications on area-specific marketing and outreach. Maintaining accurate contact records and tracking engagement activities. 5% Other and School Service Attending staff and faculty assembly meetings. Contributing to special projects and serving on committees within the School of Business, as assigned. Promoting a positive work culture and School values. Completing other duties as assigned to support the School of Business mission. Required Qualifications High School diploma or GED equivalency and two years of office/professional experience or two years of post-secondary education, as indicated on application materials. Basic proficiency with Microsoft Office Suite, including Word, Excel, and Outlook, as demonstrated on application materials. Preferred Qualifications Professional job experience in providing customer service, accounting, auditing, and/or administrative support. Associate or bachelor’s degree. Knowledge of KU, state regulations or similar university structure. Excellent written communication skills as evidenced by cover letter. Past work experience demonstrating the ability to multi-task or work for multiple supervisors, as evidenced by work history. #J-18808-Ljbffr