31092BR
Job Title:
Administrative Associate
Department:
Indigenous Studies
Primary Campus:
University of Kansas Lawrence Campus
Job Description:
45% - Administrative Support for Indigenous Studies Program (ISP) and Museum Studies Program (MUSE) :
Support Directors, Program Coordinator, Faculty, and College Office of Graduate Affairs (COGA) in all efforts to organize, plan, and execute the mission and goals of each unit.
Schedule and manage courses in Enroll & Pay for each semester. This includes double-checking with home departments and affiliate faculty for cross-listings when appropriate, monitoring under-enrolled courses and make changes to listings when needed, assigning undergraduate permission numbers, submitting updates and new courses to the KU course catalog, etc.
Maintain an accurate record of long-term course offerings and scheduling routines (past, present, projected future)
Work with Jayhawk Academic advisors, the Haskell-KU Exchange program coordinator, and other units needed to execute interdisciplinary collaborations.
Submit lecturer job description for approvals each spring, hire lecturers (in spreadsheet), close out lecturer pool annually, maintain contact with HR team to ensure lecturers get hired on time.
Liaise with lecturers. Provide relevant information about KU technology to use for teaching/communicating with students/programs and how to access it (i.e., Outlook for email, Canvas for courses, Zoom, Enroll & Pay, etc.), request bios/photos for the website, answer questions/troubleshoot issues as they arise, etc.
Schedule faculty and executive committee meetings each semester. Create scheduling polls, develop agenda in concert with directors, take minutes and track voting, create any collateral needed for the meeting, distribute to executive committee prior to meetings.
Complete affiliate faculty paperwork with HR and create folders on the server for new affiliate faculty. Maintain up-to-date MUSE or ISP list serv/email groups and support website updates with other ISP/MUSE faculty and staff. Maintain spreadsheet of affiliate faculty tracking their appointment dates. Renew or terminate appointments as needed.
Assist with faculty and director hiring committees, including scheduling meetings and planning logistics of candidate visits. Help onboard new ISP and MUSE faculty and staff and get them set up in their offices.
Maintain all faculty and necessary program files electronically, including student course evaluations, appropriate faculty and staff personnel paperwork, etc.
Participate in program budget meetings as needed. Manage P-card expenses and invoices for programs.
Support Directors and Staff travel requests, expense reports, and scheduling.
Manage office space assignments for faculty, staff and common areas (preparing technology before large meetings, creating a welcoming environment, conference room scheduling or large event space reservations, ordering coffee and food/refreshments, assisting with clean up, etc.).
Order office supplies, furniture, business cards, keys and FS services (pest management, etc.) as needed. Work with IT for tech needs, copy machine maintenance, Shred-It for secure shredding, the e-Waste team when purging old tech, Surplus to purchase or remove office furniture, and University Archives to store program materials that need to be retained.
45% - Administrative Support for Office of Sovereign Partnerships and Indigenous Initiatives (OSPII) :
Support Associate Vice Chancellor, Director, and other OSPII faculty/staff in all efforts to organize, plan, and execute the mission and goals of OSPII.
Support Associate Vice Chancellor, Director, and other OSPII faculty/staff for large and small event planning with Native Nations (and relevant organizations that work to advance tribal sovereignty, such as Haskell Indian Nations University) and help support ongoing professional communications to ensure maintenance of quality institutional partnerships.
Maintain OSPII list serves to ensure ongoing communication with internal and external stakeholders.
Assist with OSPII hiring committees, including scheduling meetings and planning logistics of candidate visits. Assist with onboarding logistics for new hires.
Maintain all program files and faculty/staff paperwork files electronically.
Participate in program budget meetings as needed. Manage P-card expenses and invoices for unit.
Support Associate Vice Chancellor, Directors, and Faculty/Staff travel unit planning, invoicing, and schedule management.
Manage office space assignments and meeting logistics for Associate Vice Chancellor, Director, and faculty/staff, as well as common areas (preparing technology before large meetings, creating a welcoming environment, conference room scheduling or large event space reservations, ordering coffee and food/refreshments, assisting with clean up, etc.).
Order office supplies, furniture, business cards, keys and FS services (pest management, etc.) as needed. Work with IT for tech needs, copy machine maintenance, Shred-It for secure shredding, the e-Waste team when purging old tech, Surplus to purchase or remove office furniture, and University Archives to store program materials that need to be retained.
Support Enroll and Pay course scheduling needs for the Haskell-KU Exchange Program, and work with ISP and Haskell-KU Exchange Program Coordinators to maintain clear outward facing communication and promotion of courses.
10% - Other duties as assigned.
Req ID (Ex: 10567BR) :
31092BR
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 Civil Rights and Title IX, civilrights@ku.edu, Room 1082, Dole Human Development Center, 1000 Sunnyside Avenue, Lawrence, KS 66045, 785-864-6414, 711 TTY.
Work Schedule:
M-F 8-5
FLSA Status:
Nonexempt
Contact Information to Applicants:
Alex Red Corn
aredcorn@ku.edu
Required Qualifications:
High School diploma/GED equivalency and 2 years of office experience OR 2 years of post-secondary education
Experience with Microsoft Office suite programs (Word, Excel, Outlook), as evidenced by application materials
Previous experience requiring attention to detail and handling various projects and timelines simultaneously, as evidenced by application materials
Previous experience that required written communication skills, as determined by application materials
Previous experience working independently and collaboratively as part of a team environment, as evidenced by application materials
Employee Class:
U-Unclassified Professional Staff
Advertised Salary Range:
$46,000-$48,000
FTE:
1.0
Preferred Qualifications:
Previous experience working with wide variety of students and faculty, as evidenced by application materials
Knowledge of KU's processes and systems, as evidenced by application materials
Position Overview:
This Full-time position will provide administrative support to the Office of Sovereign Partnerships and Indigenous Initiatives (50%) in the Chancellors Office, as well as Indigenous Studies (25%) and Museum Studies (25%), two programs within the College of Liberal Arts & Sciences. The administrative associate will manage day-to-day office duties and organization across these three units. This position will also organize and manage course scheduling and course catalog processes (Indigenous Studies and Museum Studies), and support the general planning, organization and day-to-day task management for Directors, Faculty, and the Education Program Coordinator.
Reg/Temp:
Regular
Application Review Begins:
21-Aug-2025
Anticipated Start Date:
15-Sep-2025
Additional Candidate Instruction:
A complete application consists of:
online application
resume
cover letter
list of three professional references
Application review starts on Thursday August 21, 2025. To ensure consideration, please apply before that date.
Job Family:
Administrative Support-KUL
Work Location Assignment:
On-Site
