Description

Position Overview

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.

Job Description

20% - Office Operations, Facilities & Technology, Procurement & Financial Processes

• 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.

20% - Faculty & Academic Support

• 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.

20%- Communications, Marketing & Outreach, Alumni Relations

• 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 unit and grant-related promotional materials (e.g., brochures, advertising, promotional materials).
• Coordinate communications with campus partners, affiliate faculty, alumni, and external stakeholders for academic units and grant programs. This includes pre-arrival and post-program communications, materials, and logistics for participants and staff.
• Prepare donor communications (e.g., thank-you and solicitation letters).
• Serve as liaison to campus partners, including KU International Affairs, KUCR, Housing, Shared Service Center, KU Alumni Association, Kansas Union, Lied Center, and the Honors Program.
• Serve as liaison with KU Endowment, maintain alumni and donor contact lists, and generate reports as needed.
• Serve as liaison with University offices, embassies, and federal systems to ensure international participants complete required visa documentation (e.g., DS-2019) and compliance requirements (e.g., health insurance, reporting).
• Support academic unit and grant program delivery through online learning platforms, including posting materials and facilitating communication.

20% - Events & Program Coordination

• Maintain organized, accurate, and secure departmental records using shared drives and approved KU IT systems.
• Recruit, hire, and supervise student employees, including federal work-study positions.
• Coordinate student assignments to align with academic-year workflows and deadlines.
• Plan and coordinate academic unit and grant-related events, including orientations, faculty gatherings, banquets, visiting speakers, and co-sponsored events that may take place locally, regionally, nationally, or internationally.
• Manage academic unit and grant-related event logistics such as travel, room reservations, dining/catering, transportation, itineraries, RSVPs, materials, and communications.
• Provide on-site and pre/post-event support for academic units and grant related events.
• Attend staff meetings, record minutes, and distribute for access.
• Manage undergraduate award processes, including promotion, nomination collection, file management, committee coordination, and communication with recipients.
• Track and manage fund disbursement and grant expenditures to ensure compliance with financial requirements and reporting obligations.
• Assist with report preparation, receipt reconciliation, and supporting documentation for grants and programs.

15% - Chair/Director Support & Administration

• Serve as primary administrative support to the Chair/Director, including providing updates, executing assigned tasks, and managing correspondence.
• Assist with departmental budget coordination, fiscal planning, and strategic initiatives.
• Provide occasional support to Graduate and Undergraduate Studies leadership.
• Serve as liaison for affiliate faculty and support related communications and engagement.

5% - Other Duties as Assigned

• As specified by the WGSS chair and ILS director, based on needs.

Position Requirements

Ability to lift up to 35 pounds with or without reasonable accommodation.
Authorization to work in the United States by the start of employment.
Flexibility to work evenings and weekends as needed for events, and to travel occasionally (including multi-day, in-state or national travel).
This position is located on-campus at 318 Blake Hall and 2010 Malott Hall. The division of time spent at each location will be decided by the chair/director of each academic unit.

Required Qualifications

1. High School diploma or GED equivalency and two years of office experience or two years of post-secondary education.
2. Excellent written communication skills, including writing, editing, and proofreading, with strong attention to detail, as demonstrated through application materials or writing samples.
3. Demonstrated ability to work effectively, build, and maintain relationships with the public, including students, faculty, and staff.
4. Demonstrated ability to work both independently and collaboratively, taking initiative and ownership in resolving problems.
5. Previous work experience which required organizational skills, including the ability to manage multiple responsibilities, prioritize tasks, meet deadlines, and adapt to changing demands.
6. Previous work experience contributing to a positive and professional work environment, as demonstrated in application materials.
7. Previous work experience which required a high level of computer proficiency in a PC/Windows environment, including Microsoft Office Suite (especially Word and Excel).
8. Experience using university-related systems or platforms for functions such as class scheduling, purchasing, travel coordination, and publishing.

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, July 6, 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 procedures 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. Reports can be submitted by contacting the Title IX Coordinator as provided herein or using the Title IX online report form and complaints can be submitted with the Title IX Coordinator or using the Title IX online complaint form.