Office Manager
Office Manager
Posted on :
07-05-2025
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1 Vacancy
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Job Description
Job Description
The Office Manager is a critical role at KUCD as they serve as the principal coordinator and support staff for the Director Associate Director and other leadership team members for all office management support needs and they also serve as the face of KUCD in professional communication with staff students research faculty and university officials.
50% KUCD Office Management
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 universitys programs and activities. Retaliation is also prohibited by university policy. The following person has been designated to handle inquiries regarding the nondiscrimination policies and is the Title IX coordinator for all KU and KUMC campuses: Associate Vice Chancellor for Civil Rights and Title IX Room 1082 Dole Human Development Center 1000 Sunnyside Avenue Lawrence KSTTY.
Work Schedule
MF 8am5pm
Contact Information to Applicants
Lisa Hildebrandt
Position Overview
The Kansas University Center on Disabilities (KUCD) is seeking an Office Manager to support the Director Associate Director and other leadership team members with office management responsibilities for a unit that serves over 100 research faculty staff students and community partners.
KUCD is recognized as a leading research center in the field of disability. KUCD implements and conducts grantfunded projects and contracts focusing on (a) applied research on effective assessment and intervention practices with a particular focus on selfdetermination transition to employment supported decision making and (b) interdisciplinary training in the disability field. KUCD is part of the Life Span Institute (LSI) a leading research unit at the University of Kansas. The KUCD maintains facilities on the University of Kansas Lawrence campus and at the KU Medical Center in Kansas City. KUCD also houses the University Center for Excellence in Developmental Disabilities (UCEDD) funded by the Administration or Community Living for the state of Kansas. KUCDs core functions include:
This position is located at the University of KansasLawrence.
KUCD is committed to fostering a supportive research and educational environment for all faculty staff and students.
Additional Candidate Instruction
A complete application includes:
Application review begins Tuesday May 7th 2025. For consideration please apply no later than Monday May 26th 2025.
The Office Manager is a critical role at KUCD as they serve as the principal coordinator and support staff for the Director Associate Director and other leadership team members for all office management support needs and they also serve as the face of KUCD in professional communication with staff students research faculty and university officials.
50% KUCD Office Management
- Planning and directing the KUCD main office support system including maintaining reception area arranging daily open/close activities for shared office spaces coordinating parking permits.
- Assess and approve/deny requests of IT orders for voice data and video services for KUCD staff students and faculty on the 5th and 7th floors of the JRP Building on the KU campus.
- Supervise inventory and ordering/assignment of keys for KUCD offices.
- Promptly and efficiently assess and input Facilities Operations work orders and service requests for KUCD office spaces including painting plumbing exterminators movers surplus property maintenance. Assist with entering and submitting invoices for payment for front office vendors.
- Obtain KU pcards to authorize supply orders for KUCD office and breakroom and oversee inventory of supplies.
- Maintain a welcoming clean and accessible office environment liaising with custodial staff facilities support staff building level organizers and others as necessary.
- In collaboration with the Associate Director manage communications for internal and external correspondence notifications inquiries.
- Maintain KUCD internal and external email contact lists and announcements in collaboration with KUCD Information Dissemination team.
- Maintain KUCD meeting specific email lists schedule meetings and problem solve complex scheduling demands.
- Manage KUCD Conference room scheduling and train with KU software to access scheduling of other spaces in JRP and buildings across campus.
- Supervise distribution of KUCD US mail and campus mail incoming FedEx and UPS shipments and preparation of outgoing shipments.
- Research and purchase office furniture and equipment arranging surplus of broken items as necessary.
- Research equipment needs for KUCD copiers/multifunction devices and oversee office equipment including purchasing and proactive scheduling for service.
- Oversee and provide support for KUCD correspondence preparation of presentations manuscripts and reports.
- Assist with information dissemination activities including contributions to KUCD social media website content or physical published materials stored in KUCD office.
- Problem solve and communicate possible solutions to KUCD leadership about issues that emerge in managing the complex KUCD infrastructure.
- Support travel arrangements for leadership team members as requested including arrangements for air car and hotel reservations conference registrations filing travel requests submitting reimbursement forms.
- Assist the Director with coordinating annual promotion process for KUCD researchers including collection and initial review of submission materials for compliance.
- Coordinate scheduling space arranging catering and additional accommodation supports or other required tasks to support meetings/conference calls personnel search committee activities trainings research project activities and other events.
- Arrange national and international conference calls coordinate meetings with community partners and agencies external to KU arrange itinerary for visiting speakers and external consultants.
- Support Director Associate Director and the Information Dissemination team with logistical planning tracking and arrangements for KUCD hosted events such as conferences annual open house film screenings webinar offerings and any other events that arise.
- Plan and organize annual KUCD internal events involving leadership team staff and students (e.g. annual meetings potluck events monthly lunch and learn activities welcome back picnics).
- Support the Director or Associate Director with special assignments as needed (e.g. coordinating obtaining and mailing awards for conferences assisting with editorial or formatting support for manuscript or application materials).
- Serve as a coleader of the KUCD Community Connections Committee.
- Develop and maintain maps of room usage across all KUCD office areas and update signage as necessary.
- Analyze space requests and manage Jay Space inventory for all KUCD spaces in the JRP building including problem solving for occupancy and space availability.
- Supervise completion of all documentation for Jay Space Survey. Develop and coordinate system for space assignments and resolution of space challenges with support from the Associate Director.
- Maintain positive interactions with KU JaySpace committee OIRP Office of Space Management and all occupants of KUCD space.
- Plan and coordinate required office relocations.
- Develop and maintain inventory for all KUCD IT equipment and work with LSI and KU IT support professionals to order new equipment repair existing supplies and problemsolve issues that arise such as troubleshooting printer malfunctions or resolving conference room technology errors.
- Develop maintain and train staff on processes and procedures related to topics involving KUCD physical spaces such as the emergency plan documents conference room technology job aids fire and safety guidelines etc.
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 universitys programs and activities. Retaliation is also prohibited by university policy. The following person has been designated to handle inquiries regarding the nondiscrimination policies and is the Title IX coordinator for all KU and KUMC campuses: Associate Vice Chancellor for Civil Rights and Title IX Room 1082 Dole Human Development Center 1000 Sunnyside Avenue Lawrence KSTTY.
Work Schedule
MF 8am5pm
Contact Information to Applicants
Lisa Hildebrandt
- Bachelors degree and five years of office experience or High School diploma or GED equivalency and seven years of office experience.
- Five years of experience with Microsoft Office Suite including Outlook Excel and PowerPoint as evidenced by application materials.
- Work experience that required strong organizational skills with capacity for responding to and managing rapidly developing priorities as evidenced in application materials.
- Excellent communication skills as evidenced by the quality of the application materials.
- Previous work experience as an office manager or highlevel administrative associate within a complex organization such as a university as evidenced by application materials.
- Exposure to KU or state of Kansas structures software (e.g. Maximo for work orders FITC ordering system KU IT ticket process) policies and procedures as evidenced by application materials.
- Previous work experience that required working professionally with all individuals including people with disabilities.
- Experience managing multiple assignments concurrently that must adhere to strict timelines as evidenced by application materials.
- Skills in complex problem solving including databased decision making as evidenced by application materials.
- Five years of experience with a variety of software systems such as: Microsoft Office Suite (Outlook Excel PowerPoint) Eventbrite Doodle Emma Zoom MS Teams SharePoint and a willingness to learn new software as required with training support as evidenced by application materials.
Position Overview
The Kansas University Center on Disabilities (KUCD) is seeking an Office Manager to support the Director Associate Director and other leadership team members with office management responsibilities for a unit that serves over 100 research faculty staff students and community partners.
KUCD is recognized as a leading research center in the field of disability. KUCD implements and conducts grantfunded projects and contracts focusing on (a) applied research on effective assessment and intervention practices with a particular focus on selfdetermination transition to employment supported decision making and (b) interdisciplinary training in the disability field. KUCD is part of the Life Span Institute (LSI) a leading research unit at the University of Kansas. The KUCD maintains facilities on the University of Kansas Lawrence campus and at the KU Medical Center in Kansas City. KUCD also houses the University Center for Excellence in Developmental Disabilities (UCEDD) funded by the Administration or Community Living for the state of Kansas. KUCDs core functions include:
- Research
- Community Engagement (including technical assistance community education and direct services)
- Education & Training
- Information Dissemination
This position is located at the University of KansasLawrence.
KUCD is committed to fostering a supportive research and educational environment for all faculty staff and students.
Additional Candidate Instruction
A complete application includes:
- Cover Letter indicating how your skills and experience contribute to KUCD.
- Resume/CV
- Contact information for three professional references including a current or former supervisors
Application review begins Tuesday May 7th 2025. For consideration please apply no later than Monday May 26th 2025.
Required Experience:
IC
Employment Type
Full Time
Key Skills
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