Administrative Associate

Overview

Administrative Associate Jobs in Topeka, USA at Center for Public Partnerships & Research

Position Overview

The Office of Research supports institutional research strategy, administration, and high-impact initiatives across the University. This position provides critical administrative and operational support to senior leadership in a complex, fast-paced, and high-volume environment. This reimagined role consolidates responsibilities previously performed by multiple administrative staff into a single, high-priority executive support position. The Administrative Associate is responsible for managing complex leadership calendars, ensuring seamless office operations, and coordinating high-visibility events and logistics.

The role requires independent judgment, exceptional prioritization skills, and the ability to manage competing demands in a high-intensity setting, while maintaining professionalism, discretion, and operational continuity.

Job Description

50% – Executive Calendaring, Communication, and Coordination (Primary Function)

• Coordinates and manages complex calendars for 3–4 senior leaders, prioritizing meeting requests, resolving conflicts, and aligning scheduling with strategic priorities.
• Administers travel, payment, and reimbursement processes on behalf of senior leaders.
• Serves as primary point of contact for meeting coordination with internal and external stakeholders.
• Prepares meeting invitations, agendas, materials, and logistics for recurring and ad hoc meetings.
• Exercises independent judgment in managing competing priorities and protecting executive time.
• Prepares, edits, and finalizes professional correspondence and documentation.
• Tracks follow-ups and outstanding items to ensure timely completion of leadership action items.
• Manages shared systems for scheduling, records, and document organization (e.g., Teams, shared drives).

20% – Other Duties as Assigned

• Assists with cross-team coverage in critical situations.
• Works as a member of the Office of Research administrative support team.
• Collaborates with internal and external stakeholders to support organizational priorities.

15% – Office Operations and Administrative Services (On-Site)

• Serves as a Notary Public.
• Serves as the primary on‑site support for the leadership office suite, including:
  • Reception/front desk coverage and visitor coordination.
  • Managing main phone line and directing inquiries appropriately.
• Maintains operational readiness of the office:
  • Orders and manages office and kitchen supplies.
  • Coordinates deliveries and vendor interactions (including purchase orders).
  • Oversees shared spaces (conference rooms, kitchen areas, equipment, etc.).
• Supports satellite office operations:
  • Coordinates supply purchasing and delivery logistics across locations.
• Submits and tracks service requests (facilities, IT, etc., e.g., work orders).
• Manages shared office resources such as reservations, guest accommodations, and workspace coordination.
• Manages shared inboxes and routes requests appropriately.

15% – Event, Meeting, and Logistics Coordination

• Plans and executes meetings and events for leadership and the department, including:
  • Scheduling and logistics coordination.
  • Catering, venue booking, and vendor coordination.
  • Room setup, including basic audio/visual support.
• Supports internal and external events, advisory groups, and leadership meetings.
• Coordinates logistics for visitors, including space, parking, and access needs.
• Provides end-to-end execution to ensure professional delivery of high‑visibility engagements.
• Large‑format printing services and request fulfillment to researchers presenting work.

Required Qualifications

• High School diploma or GED and two years of administrative office experience or two years of post-secondary education.
• Demonstrated experience managing complex calendaring and scheduling.
• Experience handling confidential and sensitive information.
• Strong computer skills, including Microsoft Office (Outlook, Word, Excel, Teams) as evidenced by application materials.
• Excellent organizational, multitasking, and time-management skills as evidenced by application materials.
• Strong written communication skills as evidenced by application materials.
• Proven attention to detail as evidenced by application materials.

Preferred Qualifications

• Experience supporting multiple senior executives simultaneously.
• Experience in a high-volume, fast-paced administrative environment.
• Event planning and logistics coordination experience.
• Demonstrated knowledge of, or experience with, KU systems, policies, and administrative processes.
• Experience managing vendors, purchasing, or office operations.
• Experience working across teams and coordinating with stakeholders.
• Licensure as a Notary Public or evidence of intent to become licensed upon employment.
• Three years of administrative experience supporting senior leaders.

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Title: Administrative Associate

Company: Center for Public Partnerships & Research

Location: Topeka, USA

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