Office Manager

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 grant-funded projects and contracts focusing on (a) applied research on effective assessment and intervention practices with a particular focus on self-determination, 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. KUCD's 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 Kansas-Lawrence.

KUCD is committed to fostering a supportive research and educational environment for all faculty, staff, and students.

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 p-cards 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/multi-function 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.

30% Provide Administrative Support and Event Coordination Assistance for the Director, Associate Director, and other Leadership Team members.

• 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 co-leader of the KUCD Community Connections Committee.

15% Manage KUCD Physical Space and IT Equipment

• 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 problem-solve 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.

5% Other Duties as Assigned

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

Only complete applications will be considered.

Application review begins Monday May 26th, 2025. Please apply by Sunday June 1st, 2025 for consideration.

Lisa Hildebrandt, lisa.hildebrandt@ku.edu

50,000.00 - 55,000.00 Commensurate with Experience

Monday May 26, 2025

Monday June 30, 2025