About this role
Administrative Associate
Position Overview: This position serves as the Graduate Admissions Coordinator and Scheduling Officer for the department of Curriculum & Teaching. The Curriculum and Instruction Program in Curriculum and Teaching offers a variety of degree or licensure choices tailored to meet the needs of individuals.
Job Description: 50% - Graduate Admissions & Records: • Serves as the key contact for prospective and current students seeking information about graduate programs in the department. • Processes admissions applications. Coordinates with the School of Education & Human Sciences graduate records and Graduate and Postdoctoral Affairs regarding application procedures and forms for domestic and international applicants. Maintains applicant files, reviews them for completeness and notifies students of the status of their application. • Maintains departmental student database. • Knows graduate-level policies and procedures and shares with faculty and graduate students to assist in students’ successful degree progression. • Initiates and completes graduate Progress Toward Degree forms, as well as required student forms and petitions for various degree programs. Provides ongoing communication with faculty about these forms and policies. 40% - Department Administrative Support and Scheduling Officer: • Creates schedule and reservations for classes and meetings as requested with the School of Education & Human Sciences, the Edwards Campus, and the Registrar’s Office. • Serves as support for the department Curriculum Committee. • Reviews Graduate Catalog copy for accuracy of information. • Responsible for department meeting minutes. 10% - Other duties: • Receives visitors and answers departmental telephone and email. • Other duties as assigned.
Required Qualifications: • High School Diploma/GED equivalency and two (2) years of experience in skilled clerical, accounting, auditing and/or administrative support work. • One year of experience with basic office computer systems. • Experience working with students, faculty, staff at KU or another college or university. • Knowledge of KU policies and procedures, especially regarding graduate study. • Ability to maintain confidentiality of student records, as evidenced by application materials.
Preferred Qualifications: • Bachelor’s degree • Minimum of two (2) years experience with Microsoft software and other platforms (e.g. Office, Adobe, Excel, Team and Qualtrics) • Experience with Slate Application and Admissions system, or other admissions platforms. • Experience scheduling meetings and room reservations. • Previous experience requiring a high level of accuracy and attention to detail. • Ability to work independently and as part of a team.
Contact Information to Applicants: Heidi Hallman [email protected]
Additional Candidate Instruction: 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 • List of three (3) professional references Application review begins Wednesday, October 21, 2026. In order to ensure consideration, please apply prior to that date.
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, [email protected], Room 1082, Dole Human Development Center, 1000 Sunnyside Avenue, Lawrence, KS 66045, 785-864-6414, 711 TTY.