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University of Kansas Administrative Associate in Lawrence, Kansas


Job Title:

Administrative Associate



Primary Campus:

University of Kansas Lawrence Campus

Job Description:

50% - Oversee Electronic Medical Records and Paper Records on current and past Clinic clients.

  • Prepare monthly billing for current and closed cases with balances.

  • Oversee Credit Card reporting and address any irregularities with Central Accounting after reviewing Credit Card reports.

  • Prepare and analyze monthly and annual financial database reports for purposes of information transmission and agency planning.

  • Answer billing questions for therapists, supervisors, and clients.

25% - Review all records of Clinic and Clinical Program deposits and expenditures.

  • Prepare and analyze monthly and annual fiscal reports for Clinic and Clinical Psychology Program Directors.

  • Monitor, interpret, and comply with State and other applicable regulations regarding Clinic and Program finances.

  • Receive client payments and provide receipts.

  • Communicate with the SSC and/or Central Accounting as needed to reconcile any relevant accounting concerns.

10% - Supervise KUPC student hourly employees to include assigning tasks and overseeing task completion.

  • Approve time in Human Resources (HR) Time Approval System and make adjustments when needed if errors occur.

  • Oversee hiring of hourly positions and complete all communication with HR.

5% - Monitor, coordinate, and direct replacements, repairs, and improvements to the Clinic's physical and educational resources.

  • Research and negotiate contractual service arrangements and equipment leases.

  • Pay all Clinic and Program bills according to State regulations and in cooperation with the SSC.

  • Deposit Clinic and Program receipts in compliance with State and university regulations.

5% - Submit office-related agenda items for monthly Clinic administrative meetings .

  • Participate in assessing agency needs.

  • Assist in the formulation and implementation of policies and procedures.

  • Execute assigned administrative tasks for KU Psychological Clinic and Clinical Psychology Program

5% - Maintain Clinic office and client waiting area, ensuring that confidential client, student, or staff information is not subject to public viewing.

  • Answer clinic phone.

  • Assist in closing Clinic office and Clinic therapy rooms at end of working day (when office closes prior to hourly shift), taking care to secure all Clinic property and confidential materials.

  • Other duties as requested by supervisors.

Req ID (Ex: 10567BR) :



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 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, civilrights@ku.edu, Room 1082, Dole Human Development Center, 1000 Sunnyside Avenue, Lawrence, KS 66045, 785-864-6414, 711 TTY.

Work Schedule:

8-5 Monday - Friday

FLSA Status:


Required Qualifications:

  1. Bachelor’s degree OR a high school diploma or GED equivalency plus a minimum of two years related administrative/office support work experience

  2. Computer skills including MS Office (Word and Excel) and Adobe Creative Suite as demonstrated by application materials and previous experience

  3. Strong written communication and organizational skills as evidenced by application materials

Employee Class:

U-Unclassified Professional Staff

Advertised Salary Range:




Preferred Qualifications:

  1. Experience working independently in a team environment; resolving problems, being flexible and accountable, managing multiple responsibilities, prioritizing tasks and consistently meet deadlines.

  2. A record of supervisory responsibilities.

  3. Experience establishing and maintaining effective working relationships with faculty, administrative staff and students in a higher education environment.

  4. Experience with financial accounting systems at the University of Kansas or related system types.

Position Overview:

The KU Psychological Clinic (KUPC) provides outpatient mental health services to staff, faculty, and students from the Univ. of Kansas (approx. 50%) as well as people from the surrounding communities (approx. 50%). The Clinic is a training facility associated with the Clinical Psychology Doctoral Program. Services are provided by doctoral students in the program under the supervision of licensed clinical psychologists. The Clinic office also serves as the office for the Graduate Training Program in Clinical Psychology and provides some administrative support for the Clinical Psychology Program. This position supports the KUPC office 8:00 a.m.—5:00 p.m. Monday through Friday. The Administrative Associate must have strong communication, organization, bookkeeping and computer skills. This position reports to the Director of the KU Psychological Clinic.



Application Review Begins:


Anticipated Start Date:


Additional Candidate Instruction:

A complete online application requires: 1) resume; 2) a cover letter addressing required qualifications; 3) contact information for three professional references.

To ensure priority consideration, apply by July 1st, 2024.

Job Family:

Administrative Support-KUL

Work Location Assignment: