Administrative Associate Sr

This position provides a variety of specialized administrative support to the Office of the Provost. The Admin Associate Sr. reports directly to the Executive Associate and works collaboratively with other administrative team members.

Primary administrative support is provided to the Reception Desk and to the Provost Conference Room. The individual coordinates meetings in the conference room and ensures the technology needs of the meeting organizers are addressed. The Administrative Associate Sr. provides supervision for students who assist at the front desk.
This position also initiates financial processing for payments and reimbursements for the Vice Provost for SICR; serves as the primary contact for a range of constituents; and coordinates or assists with a wide range of activities including events and guest visitors.

This position assists others in the office as needed for special projects or serves as back-up for other staff members on the Provost Office team. Customer service, diplomacy and discretion are required in this position as it is often the point of first contact for guests to the Provost's Office and sets the tone for professionalism and hospitality. This individual provides back up support for other staff members on the Provost Office team and works to build connection and community among those working within the Provost Office suite.

This individual also participates in maintenance of a small number of shared calendars and mailboxes.
This individual must maintain complete confidentiality at all times, and exercise discretion and judgment in all communications.

Administrative support will also be provided to additional leaders within the Provost Office Suite on an as needed basis.

This is a full-time, twelve-month, benefits eligible, regular appointment.

50% - Administrative support, Resource Management and Student Supervisor

• Manages the workroom, including ordering and re-stocking office supplies and managing the MFD (copier/scanner/printer) and Ghost Writer signature machine, ensuring signature cards are kept under tight security when not in use.
• Responsible for scheduling and set-up of provost's conference room, including troubleshooting support for conference room technology and initiating service calls when needed. Responsible for scheduling of the small conference room.
• Responsible for managing requests to schedule guest parking.
• Hires, trains, supervises, and schedules student employees who assist the front desk and office. This includes regularly soliciting and distributing projects from others in the office to the students.
• Provides supplemental support and back-up to the Provost's executive assistant, including preparing the daily calendar in OneNote and associated reference materials.
• Serves as the Provost's delegate for campus alcohol service requests.
• Coordinates and manages repairs or timely renovations to the Provost Office suite environment and informs suite-mates of planned facilities work or outages that impact comfort, concentration or health and wellbeing.
• Leads the kitchen committee supporting the shared kitchen serving the leadership suite.

30% - Lead Receptionist/Front Office Support

• Serves as lead receptionist for guests/colleagues to the Office of the Provost. Answers the telephone and greet visitors to the office. Trains and supervises student employees in completion of these duties.
• Monitors the nature of incoming calls and interactions from the public and KU community for signs of emerging issues, concerns or hostility and alerts chief of staff.
• Maintains or updates resources used centrally by student employees and staff in the Provost's Office such as guest parking, contact lists, office loaner laptops, mail delivery and equipment in the workroom.
• Leads frontline security measures for the Provost Office suite, including ensuring appropriate key card access, monitoring the security system and coordination with the larger leadership suite, and, if needed, with KU Police.

15% - Team duties for the Provost's Office

• All administrative staff in the Provost's Office have assigned back-up roles for other administrative staff members who are absent or on vacation. This position backs up the staff members who support the Provost and the Vice Provosts for Finance and AIRE. Tasks may include scheduling and rescheduling of meetings and preparation of daily reference materials for senior leaders, or scanning and filing of notes.
• Assist with catering orders, set-up and tear-down.
• Will be responsible for working with other Provost's Office staff members to arrange reception coverage when taking time off.
• Various members of the office will need assistance at different points in the year. This position either offers assistance or assigns a task to one or more of the student workers.
• Assistance with office-wide projects and events.

5% - Other duties as assigned by supervisor

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/CV.
• List of three (3) professional references.

Only complete applications will be considered.

Review of applications will begin Thursday, May 22nd and continue until a qualified pool of applicants is identified.

Jill Hummels, jhummels@ku.edu, 785-864-6577

45,000.00

Thursday May 22, 2025

Monday June 23, 2025