Administrative Associate

Position Overview

The Administrative Associate provides general assistance with the day‑to‑day needs and functioning of the Office of Graduate & Postdoctoral Affairs (GPA). The position reports to the Executive Associate for the Vice Provost for Graduate & Postdoctoral Affairs and works closely with the GPA team to support all functions of the office, including graduate student services, GPA outreach, events, awards, and academic services.

The Administrative Associate must have strong communication, organization, and computer skills, and the ability to work independently on a range of tasks. This position is located at the University of Kansas – Lawrence campus and is an in‑person position.

• Provides administrative support for graduate student services in consultation with unit leadership. Maintains knowledge of University academic policies and reviews student records in order to process standard forms, conduct data entry, and answer routine inquiries.
• Supports the Fellows/Trainee option of KU’s Student Health Insurance Plan (SHIP), including outreach and communications, reviewing and approving enrollment requests in the United Healthcare patient portal, and tracking enrollees.
• Supports the Improving Doctoral Experiences on External Awards (IDEEA) process including, reviewing requests for funding to determine eligibility, communicating funding decisions, and maintaining GPA’s database of IDEEA recipients.
• Develops expertise in processes relating to Electronic Theses and Dissertations (ETDs). Assigns theses and dissertations to appropriate School for review. Responds to questions about ETDs from students, staff, and faculty.
• Attends all meetings of the Executive Council of Graduate Faculty (ECGF), which may occur in‑person or via Zoom. Assists with the creation and posting of the agenda, meeting room set‑up (when needed), and taking notes and minutes. Provides input to GPA staff regarding policy discussions.
• Supports GPA review and approval of select forms in the Progress to Degree (PTD) system as assigned according to established protocol.
• Provides support for periodic audit processes, including but not limited to the biennial Graduate Faculty Database and KBOR English Proficiency audits.
• Prepares periodic reports and assists with special projects as assigned.

• Provides support for event preparation, including but not limited to planning, promotion, swag and giveaways, and day of event support.
• Prepares nomination and application documents for award review panels, which may include conducting a basic eligibility review for applicants and nominees.
• Coordinates with graduate students following GPA funded travel (Senate Funds) to ensure addition or presentations to Scholarworks Collection.
• Manages the GPA Communications Database and Contact Update Form and updates staff and faculty roles and related access to GPA resources or training.

• Performs clerical tasks as assigned, including coverage of the reception desk, welcoming visitors, mail preparation and retrieval, errands, photocopying, and other duties as requested.
• Manages the office’s departmental email account and phone, responding to standard inquiries and assigning to other staff as needed. Prepares and sends routine email and campus mail communications to department staff, faculty, and students.
• Monitors, maintains, and organizes the inventory of office supplies and promotional materials for the Office of Graduate & Postdoctoral Affairs and submits orders for new supplies as needed, following state and university guidelines.
• Manages departmental purchasing card, including check out procedures and collection of receipts.
• Investigates cost and product/service options as new needs arise. Seeks supervisor’s approval for all non‑standard expenditures and provides estimates to facilitate budget oversight.
• Maintains office manual detailing instructions on how to complete office tasks.
• Engages in front‑line troubleshooting and expedites problem solving for the office.
• Assist with maintenance of the GPA staff/faculty‑facing and…