Administrative Associate

Job Description

40% - Office Management, Personnel, and Administrative Support: The Administrative Associate will provide general administrative support to senior leadership within the Center for activities such as: scheduling meetings and maintaining Zoom links and room reservations; developing agendas for meetings; recording notes and preparing and distributing agendas and notes to meeting attendees; providing logistical coordination for CARE special events, conferences, or hosting activities (e.g., bi-annual meeting planning, conference support planning, visiting scholar hosting preparation and support). Additional duties include coordinating and scheduling travel arrangements for team members for lab-related activities or events, creating schedules and arrangements for guest speakers or interviewees during job interviews, and organizing attendance for the lab to attend on-campus and off-campus events. The Administrative Associate will take an active role in scheduling times for team members to practice upcoming presentations with the full team, scheduling preliminary interviews for undergraduate research assistants, creating and maintaining a schedule of topics for our journal club, creating and maintaining work schedules for undergraduates each semester, assisting with recruitment of undergraduate research assistants and new hires, overseeing the onboarding and offboarding of new team members, and assisting with the development and maintenance of onboarding and offboarding materials.

30% - Project Management, IT Liaison, and Information Dissemination Activities: The Administrative Associate will take a leading role in collaborating with KU IT to select and provide efficient and effective software programs for use across CARE. The Administrative Associate will work closely with KU IT to initiate, resolve and follow up on IT troubleshooting tasks (e.g., making sure printers are working for team members, coordinating with IT for tech supply orders and creating job aids to instruct team members about best practices for success with conference room use). The Administrative Associate will coordinate assigned CARE information dissemination efforts, including contributions to the CARE website, e-newsletter, and social media accounts (e.g., Facebook, Twitter, etc.) and will provide management of all CARE list-servs and contact lists. With the Director, the Administrative Associate will modify, update, and strengthen shared resources on our Asana project management page and will make recommendations for improvements regularly.

20% - Communication and Grant Administrative Support: The Administrative Associate will ensure timely submission of reimbursement requests to the appropriate party for lab members, submitting supply orders for the lab, sending receipts to grant managers, assisting with social media advertisements for various lab studies, and managing payment for recurring payments in the lab. Additional duties may include, but are not limited to, managing modification or translation requests of eating-disorder measures developed by the laboratory, coordinating with HR for hiring needs, organizing and managing continuing education credits for lab-related trainings and conferences, and greeting participants who arrive in person for study procedures.

10% - Organizational Space Management: The Administrative Associate will take an active role in maintaining the organization of data in the lab's two lab spaces, keeping the lab's space tidy and organized, and keeping the lab's online drive organized and efficient.

Required Qualifications

• High school diploma or General Education Development (GED) certificate and two years of office experience, OR two years of post-secondary education.

• Excellent written communication skills as evidenced by application materials.

Preferred Qualifications

• Associate or bachelor's degree relevant to business administration or communication.

• Previous experience working in a university environment or in a research setting, as evidenced in application materials.

• Experience communicating with all levels of management, staff, students and/or faculty, as demonstrated by previous work experience.

• Proficient with common office software, such as Microsoft Office as demonstrated by application materials.

• Previous work experience that required strong organizational skills, time management, and attention to detail.

• Work history that required the ability to be flexible, open to change, and able to work independently with others in a fast-paced environment.

• Evidence of ability to work well with a range of communities and body sizes (including people with eating disorders, obesity, and related mental-health conditions).

Position Requirements

This is an on-site position located in the Lawrence/Wakarusa Research Facility and Dole Human Development Center.