Administrative Associate Job Topeka area,Kansas USA,Administrative/Clerical

Position Overview

The Office of Research supports institutional research strategy, administration, and high-impact initiatives across the University. This position provides critical administrative and operational support to senior leadership in a complex, fast-paced, and high-volume environment. This reimagined role consolidates responsibilities previously performed by multiple administrative staff into a single, high-priority executive support position. The Administrative Associate is responsible for managing complex leadership calendars, ensuring seamless office operations, and coordinating high-visibility events and logistics.

The role requires independent judgment, exceptional prioritization skills, and the ability to manage competing demands in a high-intensity setting, while maintaining professionalism, discretion, and operational continuity.

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.

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 communication skills as evidenced by application materials.
Proven attention to detail as evidenced by application materials.

Preferred Qualifications

Experience supporting multiple senior executives simultaneously.
Experience in a high-volume, fast-paced administrative environment.
Event planning and logistics coordination experience.
Demonstrated knowledge of, or experience with, KU systems, policies, and administrative processes.
Experience managing vendors, purchasing, or office operations.
Experience working across teams and coordinating with stakeholders.
Licensure as a Notary Public or evidence of intent to become licensed upon employment.
Three years of administrative experience supporting senior leaders.

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