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Administrative Associate Sr

LAWRENCE, KS Full-time
Posted on October 2, 2019


Administrative Associate Sr

Bureau of Child Research

Position Overview

Department Overview:
The University of Kansas - Kansas University Center on Developmental Disabilities (KUCDD), a recognized leading research center in the field of disability, is searching for a full-time Administrative Associate Senior.  The Administrative Associate Senior to the Director of KUCDD will provide communication and project management in support of KUCDD activities, manage the Director’s calendar and travel details, and provide office management and administrative support for the unit.  

KUCDD is recognized for conducting research and grant-funded related projects focused upon (a) applied research on effective assessment and intervention practices with a particular focus on self-determination and transition to employment and (b) interdisciplinary training in the disability field.  It is recognized as a University Center for Excellence in Developmental Disabilities (UCEDD) funded by the Administration on Developmental Disabilities.  Core functions of the KUCDD are:

  • Research
  • Interdisciplinary Training
  • Community Services (including technical assistance, community education, and direct services)
  • Information Dissemination
KUCDD is part of the Life Span Institute (LSI), a leading research unit at the University of Kansas with multiple facilities located statewide.  The KUCDD maintains facilities on the University of Kansas-Lawrence campus, at the KU Medical Center in Kansas City, and in Parsons in southeast Kansas.  This position is located at the University of Kansas-Lawrence.

KUCDD is committed to fostering an inclusive and supportive research and educational environment for faculty, staff and students. In a continuing effort to enrich its academic environment and provide equal educational and employment opportunities, KUCDD actively encourages applications from members of underrepresented groups in higher education, including people with disabilities.


Job Description

45% - Communication and Project Management:  The Administrative Associate Senior is expected to develop and maintain an in-depth understanding of the Director’s perspective on key KUCDD projects and priorities. The Administrative Associate Sr. is aware of all significant incoming and outgoing correspondence and can clearly communicate with internal and external constituencies.  The Administrative Associate Sr.  often drafts correspondence and other documents and replies directly to messages where appropriate.  The Administrative Associate Sr.  is responsible for regular and timely briefings about ongoing and emerging issues and the status of various projects and initiatives.  The Administrative Associate Sr.  assists with KUCDD information dissemination efforts, including contributions to the KUCDD website and social media accounts (E.g., Facebook, Twitter, etc.) and management of the KUCDD monthly e-newsletter and list-servs. The Administrative Associate Sr. is responsible for coordination of data collection and entry into the web-based National Information and Reporting System (NIRS) system, which is a collective effort by the Association of University Centers on Disabilities (AUCD), its member programs, and their federal partners. The Administrative Associate Sr. takes a leading role in supporting the Director’s involvement in committees, conferences, and other organizations, including but not limited to developing and maintaining crucial documentation (e.g., updating Director’s curriculum vitae, committee rosters, calendars, conference agendas, presentations) and ensuring adequate communication between the Director and leadership of committees, conference, etc.  The Administrative Associate Sr.  manages follow-up from meetings and conferences and ensures that the Director stays on schedule regarding completion of action items and assignments. 

30% - Manage Director’s Calendar and Travel:  The Administrative Associate Senior manages the Director’s calendar to ensure that overall scheduling reflects the Director’s priorities and that the Director’s time is optimally utilized.  This includes negotiating locations for on-campus and off-campus meetings and events, managing all details associated with domestic and international travel itineraries (e.g., making all arrangements for transportation, lodging, and other required reservations), and ensuring timely reimbursements for travel expenses with assistance from grant coordinators.  The Administrative Associate Sr. independently conducts research and assembles background materials prior to meetings and ensures that the Director is appropriately prepared for meetings. The work of the Administrative Associate Sr. in managing the Director’s calendar and travel is critical to the Director’s success with achieving KUCDD priorities.

20% - Provide Office Management and Administrative Support: The Administrative Associate Senior supervises KUCDD office management activities, including: maintaining reception area, coordinating all required work with facilities, managing arrangements for office relocations, maintaining a map of current office assignments, and facilitating equipment procurement. The Administrative Associate Sr. provides limited administrative support to senior leadership within the center for activities such as: scheduling interviews or other meetings; facilitating meetings hosted at KUCDD; and providing logistical support for new staff and faculty searches.

5% - Other Duties as Assigned

Required Qualifications


  1. Bachelor’s degree and three years of direct work experience as an Administrative Assistant or Associate within a complex organization.
  2. Strong written communication skills as evidenced by application materials
  3. Three years of experience in drafting and editing correspondence materials.
  4. Three years of experience using Microsoft Office products including Outlook, Word, Excel, and PowerPoint.


Preferred Qualifications


  1. Five years of experience as an Executive Assistant or Senior Administrative Assistant for senior leadership.
  2. Two years of experience working in a university research environment and an understanding of customer needs in a highly diverse research environment.
  3. Superior oral communication skills and ability to communicate with all levels of management, staff, and/or faculty.
  4. Strong organizational skills as demonstrated by application materials and interview.
  5. Ability to work well with diverse populations and communities, including people with disabilities.
  6. Three years of experience managing multiple projects that must adhere to strict timelines, as evidenced by application materials and interview.


Contact Information to Applicants

Lisa Hildebrandt
Associate Director, KU Center on Developmental Disabilities


Additional Candidate Instruction

Please submit an online application, cover letter, resume, and contact information for three professional references, including a current or former supervisor. In the cover letter, please indicate how you meet all required qualifications. Incomplete applications will not be considered.

First review of applicants will be October 14, 2019,and the position will remain posted until a qualified pool of applicants is obtained.

For More Information and to apply please visit us at:

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 persons have been designated to handle inquiries regarding the nondiscrimination policies and are the Title IX coordinators for their respective campuses:  Director of the Office of Institutional Opportunity & Access,, Room 1082, Dole Human Development Center, 1000 Sunnyside Avenue, Lawrence, KS 66045, 785-864-6414, 711 TTY (for the Lawrence, Edwards, Parsons, Yoder, and Topeka campuses); Director, Equal Opportunity Office, Mail Stop 7004, 4330 Shawnee Mission Parkway, Fairway, KS 66205, 913-588-8011, 711 TTY (for the Wichita, Salina, and Kansas City, Kansas medical center campuses).