Administrative Associate

University of Kansas
United States, Kansas, Lawrence
1450 Jayhawk Boulevard (Show on map)
Apr 18, 2025
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 ideal candidate for this position will have previous experience working independently in a team environment, resolving problems, managing multiple responsibilities, prioritizing tasks, and consistently meeting deadlines. 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. Provide support limited administrative to the clinical psychology program. 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. Provide administrative support for Clinical Psychology program director for Endowment. 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% - Answer clinic phone. Help maintain Clinic office and client waiting area, ensuring that confidential client, student, or staff information is not subject to public viewing. 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. Required Qualifications Bachelor's degree OR a high school diploma or GED equivalency plus a minimum of two years related administrative/office support work experience Previous experience with computers, including MS Office (Word and Excel) and Adobe Creative Suite, as demonstrated by application materials Strong written communication and organizational skills as evidenced by application materials Preferred Qualifications Previous supervisory experience, as demonstrated by application materials Previous experience establishing and maintaining effective working relationships with faculty, administrative staff and students in a higher education environment, as demonstrated in application materials Previous experience with financial accounting systems at the University of Kansas or related system types, as demonstrated in application materials Additional Candidate Instructions A complete application consists of: online application resume cover letter list of 3 professional references To ensure consideration, please apply before June 28, 2025. Contact Information to Applicants Sarah Kirk skirk@ku.edu 785-864-9853 Advertised Salary Range $45,000-$47,000 Application Review Begins Tuesday July 1, 2025 Anticipated Start Date Tuesday July 15, 2025