Office Manager

The Office Manager is a critical role at KUCD, as they serve as the principal coordinator and support staff for the Director, Associate Directors and other leadership team members for all office management support needs. 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, and coordinating parking permits.
• Assess, manage and track, work with venders, and KU and LSI IT for orders for software, 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 Director, manage communications for internal and external correspondence, notifications, and inquiries. 
• Maintain KUCD internal and external email contact lists and announcements, in collaboration with KUCD Communications and 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 communications and 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 team members as requested, including arrangements for air, car and hotel reservations, conference registrations, filing travel requests, or 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 Directors and the Communications and 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 Directors 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 that supports center-wide events and activity planning.

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 Jay Space 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 and obtaining approvals for new software.
• 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.
• Support meeting scheduling, tracking, agenda, and notetaking for critical meetings related to center budget, space, and other core functions.

5% - Other Duties as Assigned