Administrative Associate

Provide operational support (printing, mailing, transcription, etc.).

This position serves as the Administrative Associate for the Department of Women, Gender, and Sexuality Studies (WGSS) and the Institute for Leadership Studies (ILS) at the University of Kansas. Reporting to the WGSS Chair and ILS Director, this role supports both academic units (50% each) by coordinating programs, managing communications, and overseeing day‑to‑day administrative operations.

The position plays a central role in ensuring the smooth operation of academic unit activities. Responsibilities include coordinating events and outreach initiatives, facilitating communication with various stakeholders, and providing high‑quality customer service to students, faculty, partners, and the public.

As part of the College of Liberal Arts and Sciences, this role contributes to a collaborative, team‑oriented environment that values problem‑solving, adaptability, and professional growth. The successful candidate will be a proactive and detail‑oriented professional with strong communication skills, the ability to manage multiple responsibilities, and a commitment to supporting the academic mission.

This position supports the mission of WGSS, which fosters interdisciplinary teaching, research, and outreach on women, gender, and sexuality in local and global contexts, as well as the work of the Institute for Leadership Studies in advancing leadership development and educational programming. The WGSS and ILS actively apply for external funding. If external funding is secured, this position would also support that work.

Some summer travel may be required depending on the requirements of the external funding and grant program.

The ideal candidate will be a collaborative team player, a quick learner, and someone who demonstrates initiative, flexibility, and a willingness to contribute wherever needed to support program development, departmental operations, and student success.

• Oversee management of departmental and program spaces, including offices, classrooms, and conference/seminar rooms.
• Coordinate space planning, scheduling, and moves (furniture, IT setup, phones, signage, keys, and workspace readiness).
• Serve as primary liaison for facilities work orders, maintenance, and IT support.
• Manage office equipment, printers, technology, furniture, supplies, and confidential shredding.
• Provide front‑line technology troubleshooting or coordinate with IT services.
• Coordinate purchasing, reimbursements, honoraria, and other financial transactions through the Shared Service Center.
• Assist with report preparation, receipt reconciliation, and supporting documentation for grants and academic units.
• Track and manage fund disbursement and grant expenditures to ensure compliance with financial requirements and reporting obligations.
• Procure and manage office supplies, equipment, materials, and program‑related items.
• Submit and manage textbook orders and desk copy requests.

• Assist faculty with administrative processes, forms, and paperwork.
• Provide operational support (printing, mailing, transcription, etc.).
• Serve as liaison for academic policies, deadlines, and processes.
• Support class scheduling, including coordination of cross‑listed courses.
• Maintain faculty, lecturer, and GTA office hour listings.
• Ensure teaching materials meet accessibility requirements.

• Serve as receptionist and primary point of contact for students, faculty, staff, partners, funders, and visitors.
• Manage academic unit and grant‑related program email accounts and mailing lists, ensuring timely responses or appropriate routing.
• Respond to inquiries across email, social media, and other communication channels.
• Ensure all interactions are professional, welcoming, accurate, and timely.
• Manage websites, online learning platforms, social media platforms, newsletters, and external communications, ensuring that proper brand strategy is used consistently.
• Support production and delivery of academic…