Administrative​/Clerical, Office Administrator​/ Coordinator, Virtual Assistant​/ Remote Admin

Position: 0.0
Department

Office of Research

Primary Campus

University of Kansas Lawrence Campus

Job Description

50% - Executive Calendaring, Communication, and Coordination (Primary Function):

* Coordinates and manages complex calendars for 3-4 senior leaders, prioritizing meeting requests, resolving conflicts, and aligning scheduling with strategic priorities.

* Administers travel, payment, and reimbursement processes on behalf of senior leaders.

* Serves as primary point of contact for meeting coordination with internal and external stakeholders.

* Prepares meeting invitations, agendas, materials, and logistics for recurring and ad hoc meetings.

* Exercises independent judgment in managing competing priorities and protecting executive time.

* Prepares, edits, and finalizes professional correspondence and documentation.

* Tracks follow-ups and outstanding items to ensure timely completion of leadership action items.

* Manages shared systems for scheduling, records, and document organization (e.g., Teams, shared drives).

20% - Other Duties as Assigned:

* Assists with cross-team coverage in critical situations.

* Works as a member of the Office of Research administrative support team.

* Collaborates with internal and external stakeholders to support organizational priorities.

15% - Office Operations and Administrative Services (On-Site):

* Serves as a Notary Public.

* Serves as the primary on-site support for the leadership office suite, including:

* Reception/front desk coverage and visitor coordination.

* Managing main phone line and directing inquiries appropriately.

* Maintains operational readiness of the office:

* Orders and manages office and kitchen supplies.

* Coordinates deliveries and vendor interactions (including purchase orders).

* Oversees shared spaces (conference rooms, kitchen areas, equipment, etc.).

* Supports satellite office operations:

* Coordinates supply purchasing and delivery logistics across locations.

* Submits and tracks service requests (facilities, IT, etc., e.g., work orders).

* Manages shared office resources such as reservations, guest accommodations, and workspace coordination.

* Manages shared inboxes and routes requests appropriately.

15% - Event, Meeting, and Logistics Coordination:

* Plans and executes meetings and events for leadership and the department, including:

* Scheduling and logistics coordination.

* Catering, venue booking, and vendor coordination.

* Room setup, including basic audio/visual support.

* Supports internal and external events, advisory groups, and leadership meetings.

* Coordinates logistics for visitors, including space, parking, and access needs.

* Provides end-to-end execution to ensure professional delivery of high-visibility engagements.

* Large-format printing services and request fulfillment to researchers presenting work.

Req  (Ex: 10567 )

32966

Disclaimer

The University of Kansas prohibits discrimination on the basis of race, color, ethnicity, religion, sex, national origin, age, ancestry, disability, status as a veteran, sexual orientation, marital status, parental status, gender identity, gender expression, and genetic information in the university's programs and activities. Retaliation is also prohibited by university policy. The following person has been designated to handle inquiries regarding the nondiscrimination policies and is the Title IX coordinator for all KU and KUMC campuses:
Associate Vice Chancellor for the Office of Civil Rights and Title IX, civil rights, Room 1082, Dole Human Development Center, 1000 Sunnyside Avenue, Lawrence, KS 66045, , 711 TTY.

Work Schedule

M-F, 8-5

FLSA Status

Nonexempt

Contact Information to Applicants

Thanh Koontz

tkoontz

Required Qualifications

* High School diploma or GED and two years of administrative office experience or two years of post-secondary education.

* Demonstrated experience managing complex calendaring and scheduling.

* Experience handling confidential and sensitive information.

* Strong computer skills, including Microsoft Office (Outlook, Word, Excel, Teams) as evidenced by application materials..

* Excellent organizational, multitasking, and time-management skills as evidenced by application materials.

* Strong written…