Description

Position Overview

The Chemistry Department is seeking an Office Manager to oversee the daily administrative operations of the department. The Office Manager will report to the Department Chair and supervise a team of three full-time staff and student workers and will be responsible for providing executive support to the Department Chair, administering department funds, distributing awards and scholarships, planning events, coordinating faculty evaluations, and overseeing the responsibilities of staff, ensuring smooth operational support for faculty and students. This position plays a key leadership role in fostering an efficient, collaborative, and service-oriented environment within the department.

This is an on-site position based in the Chemistry Department. Standard office hours apply (8 a.m. to 5 p.m. Monday through Friday), with occasional flexibility required during peak periods or departmental events. This is a full-time, twelve-month, benefits-eligible appointment.

Job Description

60% Administrative Support

• Serve as assistant to the Department Chair and support their initiatives
• Oversee department resources for all faculty, staff and students, ensuring smooth daily operations
• Place and approve orders for office and teaching labs
• Provide support for faculty and staff hiring and onboarding, including coordinating campus visits for candidates
• Facilitate evaluations, including annual reviews, promotion and tenure, progress toward tenure review, and post-tenure review
• Facilitate sabbatical requests and reviews
• Supervise, train and evaluate full-time staff and student hourlies, managing timesheets and absence requests
• Maintain departmental records and ensure compliance with university policies and procedures
• Compile data as requested for reports, including the annual MASUA report
• Conduct annual space usage survey
• Serve as the administrative support for departmental committees, including but not limited to: the Executive Committee, Review Committee, Alumni Committee, Safety Committee, and Chair Advisory Committee

20% Financial Management

• Monitor and manage department funds, including general operating funds and endowment accounts
• Process and reconcile financial transactions including purchasing, reimbursements, travel, and poster billing
• Administer and track award and scholarship funds
• Maintain KURES and UKANS p-cards and issue to faculty, staff and students as needed

20% - Communications & Events

• Assist with donor communications and fundraising efforts, including facilitation of the donor recognition process, creating mailing lists, drafting correspondence, and arranging meetings
• Coordinate bi-annual Chemistry Alumni Advisory Board (CAAB) meetings and communicate with the CAAB year-round regarding initiatives
• Manage department website, social media accounts, and creation of marketing materials
• Write and design annual alumni magazine
• Oversee planning of the annual awards and scholarships recognition ceremony and other special events such as faculty retreats

Required Qualifications

1. Bachelor's degree and three years of relevant experience, or high school diploma/GED and six years of relevant experience.
2. Experience with Microsoft Office as demonstrated by application materials.
3. Previous experience that required strong attention to detail and the ability to manage multiple tasks simultaneously, based on application materials.
4. Demonstrated ability to work and lead in a team environment, as evidenced by application materials.
5. Familiarity with financial processes and systems, as evidenced by application materials.

Additional Candidate Instruction

A complete application consists of:

• online application
• current resume
• a cover letter addressing required qualifications
• complete contact information for three professional references

Application review begins on Monday, November 10, 2025. To ensure consideration, please apply no later than Sunday, November 9, 2025.

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, civilrights@ku.edu, 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.