About this role
Administrative Associate
Position Overview: The Center for Educational Opportunity Programs (CEOP) is housed within the School of Education & Human Sciences. CEOP’s mission is to build a legacy of learners and leaders through a commitment to education for all. The center operates multiple educational access and opportunity initiatives, including federally funded programs, state-supported activities, and fee-for-service work.
This position provides administrative and operational support for the CEOP, supporting the CEOP Director and project staff. The ideal candidate is organized, dependable, and able to manage multiple priorities. Strong communication, sound judgment, attention to detail, problem-solving skills, and the ability to work independently and collaboratively are essential.
Job Description: 80% - Office Management • Serve as the primary point of contact for students, faculty, visitors, and other guests providing customer service and directing individuals to appropriate locations. • Manage incoming and outgoing mail, deliveries, visitor parking requests, CEOP departmental email account(s), and phone system • Coordinate office equipment, technology requests, workstation setup, inventory, and supply procurement in partnership with university support units. • Maintain shared office and storage spaces to ensure facilities are organized, functional, and ready for use. • Coordinate building and space-related work orders and collaborate with Facilities, IT, and vendors to ensure timely completion. • Provide administrative and logistical support for meetings, events, travel, monthly mailings, promotional/participant ordering, brochures, advertising, name plates, business cards, etc. as needed. • Maintain procedural manuals and instructional documentation related to business operations. 15% - Business Administration • Provide monthly reports to the CEOP Director and Project Directors for non-sponsored funding sources, including State funds, Facilities & Administration (F&A), Endowments, Scholarships, and Fee-for-Service cost centers. • Coordinate and assist with day-to-day business transactions including procurement card activity, travel, reimbursements, invoicing, and reconciliations for sponsored and non-sponsored funds in compliance with university, state, and federal policies. • Submit and track vendor invoices, internal billings, certificate of insurance, consultant, trainer, and honorarium payments, and service payments while ensuring accurate account coding and appropriate funding sources. • Draft, submit, and manage Business Service Agreements (BSA), event contracts, service contracts, and Fee-for-Service agreements; maintain agreement tracking systems and execution timelines. 5% - Other Duties as Assigned • Provide targeted administrative and logistical support for special initiatives, cross-unit initiatives and evolving administrative priorities aligned with CEOP’s mission. • Assist the CEOP Director and project staff as needed.
Required Qualifications: • High School diploma or GED equivalency and two years of office experience or two years of post-secondary education. • Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams, OneNote), as evidenced by prior experience. • Previous experience that required strong written communication skills, attention to detail, and organizational ability as demonstrated by application materials.
Preferred Qualifications: • Bachelor's degree • Knowledge of KU policies, procedures, and business operations, or experience at a comparable institution • Experience with KU systems (e.g., FITC, Concur, HR/Pay, Enroll & Pay, OAC/BI tools) or similar enterprise systems • Previous experience that required the ability to work independently with accountability, demonstrating initiative, critical thinking, and follow-through, as evidenced by application materials • Experience supporting students, faculty, and staff in an administrative or service-oriented role with strong customer-service orientation and adaptability • Familiarity with educational opportunity or student success programs (e.g., TRIO, GEAR UP, CAMP), as evidenced by application materials
Contact Information to Applicants: Ngondi Kamatuka [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 Monday, October 26. To ensure consideration, please apply prior to this 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.