Administrative Associate @ Employer_25752

Position Overview

The mission of the College of Liberal Arts and Sciences is broad and expansive - foster interdisciplinary education, grow global awareness, and engage in experiential learning. Supporting this mission requires a comprehensive skill set that enables staff to serve in several different roles.

Working as a staff member for the College of Liberal Arts and Sciences enables individuals to take ownership of various tasks. Staff members also have the support of a strong, connected group of teammates working to "aspire for excellence in research and teaching that gives insights into the past, creates answers for the present, and builds bridges to other cultures, communities and our futures."

The Department of Linguistics currently includes 12 tenured/tenure track professors, around 30 graduate students, and 100 undergraduate majors and minors. The department conducts innovative research in linguistic theory, language acquisition, and the processing of language. It is also committed to providing a comprehensive education in linguistics for undergraduate and graduate students, including the study of a wide variety of languages as a reflection of human diversity. This position serves as administrative support to the Department of Linguistics, reporting to the Chair of the department. The position encompasses all budget, human resources, office management, student and public relations, and course scheduling activities for the department. Each function of this position is designed to further the academic mission of the department. This is an in-person position.

Job Description

40% - Chair Support & Office Management:

• Provide administrative support to the Chair and Associate Chair with activities that support the academic mission of the Linguistics Department.
• Plan and manage departmental resources: Physical space, printers, equipment inventory, office supplies, confidential shredding service, keys.
• Serve as liaison for facilities work orders and IT support.
• Maintain and manage department records (e.g., Bylaws, FTEs, committee lists).
• Support the Chair in accounting and HR tasks in collaboration with SSC staff.
• Facilitate department meetings; take meeting minutes.
• Provide support for faculty searches in coordination with Chair and committee members.
• Coordinate with Chair and process appointments for faculty affiliates to department.
• Provide support for promotion and tenure and sabbatical leave process in coordination with Chair, committee members, and the College Office.
• Serve as department class scheduling manager; prepare course timetables for Fall, Spring, and Summer semesters; build course schedule in Enroll & Pay; submit changes, corrections, additions.
• Serve as department textbook manager; order textbooks and desk copies for Fall, Spring, and Summer semesters.
• Submit undergraduate and graduate course curricular changes, additions, deletions. Review and update course catalog.
• Serve as department liaison with SSC to track student hourly budget, department general operation budget, revenue accounts, and endowment accounts.
• Work closely with SSC in coordinating scholarship/financial aid awards, faculty overload payment, guest speaker honoraria, and contractual services payments.
• Maintain all department, faculty, and student confidential documentations/files, create department reports in collaboration with the Chair, Director of Graduate Studies, and Director of Undergraduate Studies (graduation rates, enrollment history, statistical analysis, program reviews, etc.).

15% - Faculty Support:

• Provide administrative support for Linguistics faculty with activities that support the academic mission of the Linguistics Department.
• Assist faculty with administrative forms and paperwork including travel reimbursement.
• Serve as liaison for SSC communications and processes; direct faculty to appropriate contacts.
• Advise faculty on KU/CLAS policies, benefits, and resources, direct faculty to appropriate contacts.
• Assist faculty with course materials, handouts, reading packets, etc.
• Assist faculty with scheduling of special testing and exams, student meetings, presentations, and review sessions; submit grade change forms.
• Assist faculty with tasks such as printing, faxing, photocopying, scanning, etc.

20% - Communication & Department Events:

• Communication activities include creating newsletters, websites, brochures, other advertising or public relations management. Department event activities include planning meals, scheduling rooms, event set up and take down, sending out invitations, etc.
• Produce and distribute departmental newsletters and communications; coordinate with the department Social Media Committee to manage the department’s social media presence.
• Create and update departmental website and manage content.
• Manage and post lists of office hours for faculty, lecturers and GTAs.
• Manage calendar for department’s conference room(s)/seminar rooms, maintain department bulletin boards and announcements.
• Manage department email, update email and mailing lists for announcements.
• Produce brochures and advertising copy for the department.
• Coordinate graduate student recruitment campus visits, guest speakers, faculty recruitment interviews, graduate admissions interviews, etc.
• Plan and coordinate the logistics of events such as welcoming picnic, graduation reception, semesterly research symposia, and promotion celebrations.
• Attend events to provide support, including pre- and post-event support.

10% - Undergraduate Student Support:

• Coordinate with Jayhawk Academic Undergraduate Advisor and Director of Undergraduate Studies of the department to provide support for undergraduate students and undergraduate education.
• Serve as department liaison to Jayhawk Academic Advising and work closely with Director of Undergraduate Studies of the department, assist faculty advisors with questions.
• Together with Jayhawk Academic Advisor, assist students with information on deadlines and policies, administrative forms and paperwork, add/drop course changes, and permission numbers.
• Coordinate logistics for undergraduate recruitment visits; serve as liaison to KU Visitor Center, Undergraduate Admissions, Financial Aid, and Housing Offices.
• Coordinate with Jayhawk Academic Advisor to maintain all student confidential documentation/files and report student data.

10% - Graduate Student Support:

• Coordinate with COGA Graduate Advisor and Director of Graduate Studies of the department to provide support for graduate students and graduate education.
• Coordinate with COGA Graduate Advisor and Director of Graduate Studies of the department on graduate admissions and recruitment including coordination of prospective student campus visits
• Coordinate with COGA Graduate Advisor to assist Director of Graduate Studies with updating graduate student portfolios and tracking progress.
• Coordinate with the Chair to process scholarships for research and conference related travel.
• Assist and advise GTAs, GRAs, GAs, and other graduate students with questions on academic policies, graduation requirements, financial aid/scholarships, billing, visas, housing, and other issues as appropriate.
• Maintain all student confidential documentation/files and report student data.

5% - Fundraising:

• Support fundraising activities of the department.
• Maintain alumni contact lists.
• Prepare communications for donors (thank you letters, solicitation letters, etc.)
• Facilitate receptions and events for donors, alumni, and prospective donors.

Required Qualifications

• High School diploma or GED equivalency and two years of office experience or two years of post-secondary education.
• Previous experience that required computer skills in a PC/Windows environment including MS Word and MS Excel, as demonstrated by application materials and previous experience.
• Previous experience that required excellent written communication skills and attention to detail, as demonstrated by application materials.

Preferred Qualifications

• Bachelor's degree.
• Familiarity with KU systems (e.g., OAC, Enroll & Pay, HR/Pay, IFAS, Brass Ring) and web dissemination platforms (e.g., website content management systems [CMS]), as evidenced by application materials.
• Previous experience that required taking initiative, working independently in a team environment, flexibility and accountability, managing conflicting responsibilities, prioritizing tasks, and meeting deadlines, as demonstrated by application materials.
• Experience with event planning and coordination.
• Previous experience establishing and maintaining effective working relationships with faculty, administrative staff and students in a higher education environment.

Contact Information to Applicants

Alison Gabriele, [email protected] 785-864-1014

Additional Candidate Instruction

A complete application consists of:

• resume
• cover letter
• list of three professional references

Application review begins Sunday, November 15, 2026. 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.