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Administrative Associate

Employer
The University of Kansas
Location
Lawrence, KS
Closing date
Jul 9, 2021

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Administrative Jobs
Institutional & Business Affairs, Clerical & Administrative Support
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Job Details

Position OverviewThis position is responsible for supporting fire and emergency services instructional program delivery through assigned administrative tasks. This is a customer-facing position interacting with the fire service on a regular basis. This position is responsible for assisting Kansas Fire & Rescue Training Program Managers and Coordinators in preparing training course materials. Assignments include, but are not limited to, firefighter training and event documentation, awarding credentials for successful completion of programs, and completing the appropriate steps to pay and reimburse contract instructors. This position requires a high level of accuracy and timely completion of tasks. This position requires the ability to work collaboratively with others and maintain positive working relationships with KFRTI, KU, and fire service and emergency services personnel in the State of Kansas.

As a State Fire Training organization and the State Certification Entity for Kansas, Kansas Fire & Rescue Training Institute (KFRTI) is expected to help lead change in the fire service through training and credentialing, including National Certification. Employees of KFRTI must demonstrate a customer-friendly attitude, flexibility, and a strong desire to help the Kansas fire service as well as continue to improve their own training and education.

The Kansas Fire & Rescue Training Institute is a unit of KU Lifelong and Professional Education (LPE) housed on the Lawrence campus. The Institute was created by the Kansas legislature to train Kansas firefighters in 1949. The Institute serves fire departments and firefighters through a “traveling instruction service” that provides 500 training events per year potentially reaching every community and every county in Kansas.

The mission of Kansas Fire & Rescue Training Institute is to provide accessible, comprehensive training and credentialing for fire and emergency response personnel to promote health and safety in Kansas communities.

Note: This position is related to fire service training and preparedness in the State of Kansas and is considered an “essential service.” Though an employee may work from home (WFH) with supervisor approval during exceptional circumstances (e.g., Global pandemic), the expectation is employees will be required to show up physically to the work site in Lawrence, KS and work a regularly scheduled work week. This is a customer-facing position. Job Description55% Inbound Response, Support and Recordkeeping for Program Activities
  • Answer and resolve customer inquiries with regard to course offerings, registration, certification, and payment.
  • Answer customer questions regarding policies and procedures, research customer questions or concerns when necessary.
  • Escalate customer concerns to the appropriate person when needed.
  • Work with customers to solve problems and provide solutions to their needs.
  • Use good judgment in resolving customer needs.
  • Use a web-based registration systems to process program registrations.
  • Apply payments and create receipts or invoices.
  • Understand and adhere to payment card protocols, track and maintain security of all received payments.
  • Follow and apply purchasing/payment policies regarding payments, cancellations, and refunds.
  • Provide customer service assistance with learning management system (Enrole, Blackboard or Canvas) registrations.
  • Maintain confidentiality of student information.
  • Keep databases free of duplicate records.
  • Review the accuracy of course documentation provided by course instructors. Coordinate the correction of documentation if incorrect or incomplete.
  • Verify and process payment and travel reimbursement to instructors using existing policies and procedures.
  • Enter course results into registration system and issue credentials to students.
  • Maintain records for use in reports.
  • Interact with contract instructors on issues of pay, reimbursement, and other communications.
  • Provide direction for student employees functioning in a support role.
  • Perform other duties as assigned.
30% Assist with Program Management
  • Record and forward training requests to Program Managers and Coordinators in their absence.
  • Assist Program Manager and Coordinators in coordinating training courses and events.
  • Prepare and mail teaching kits and materials (curriculum, course materials, visual aids) for assigned programs.
10% Cross-train into and Perform Duties in Other Program Areas
  • Cross-train into National Certification functions.
  • Cross-train into duties required to support training programs not assigned to this position.
  • Assume duties of National Certification support in the absence of the Administrative Associate for certification.
5% Other duties as designated by Supervisor and/or Director
  • Complete special projects, reports, or other duties as directed by Supervisor and/or Director.
Position Requirements A limited amount of in-state travel may be required of this position. The purpose of this travel is to provide on-site support for conferences and short courses offered throughout Kansas. Anticipated travel requirements are estimated to be less than <10% of job responsibilities and functions per year. Required Qualifications
  • High School diploma or G.E.D. equivalency and two years of office experience or two years of post-secondary education.
  • Two years of customer service experience.
  • Excellent written communication skills as demonstrated by application materials.
  • Two years demonstrated experience operating Microsoft software applications, including Outlook, Word, and Excel.
Preferred Qualifications
  • Bilingual in Spanish
  • Experiences with diverse populations
  • Three years of customer service experience within public safety (fire and law enforcement), military, education, or other training and education environments.
Additional Candidate InstructionsA complete application consists of:

A cover letter addressing how required qualifications are met
Resume
2 Professional References and 1 Character Reference (One reference must be from a supervisor or previous supervisor)

Incomplete applications will not be considered.

Application review will begin Monday, June 28th and will remain open until a qualified pool of candidates is identified.
Contact Information to ApplicantsAnn Ermey
Chief of Staff
[email protected]
913-897-8520 Advertised Salary RangeStarting at $31,905, Commensurate with experience Application Review Begins28-Jun-2021 Anticipated Start Date26-Jul-2021

Company

Working at the University of Kansas 

Join the University of Kansas, and you’ll become part of a Jayhawk family that spans the globe. Wear your KU shirt in London, Istanbul, Buenos Aires, Nairobi or anywhere else, and you will likely hear a resounding “Rock Chalk!” from a stranger. Of course, the appropriate response is an enthusiastic “Jayhawk!” Because, after all, they’re not really strangers, they’re family.

The Jayhawk community is united by more than 150 years of tradition and by our commitment to pushing the boundaries of knowledge, transforming the academic experience, and creating solutions through innovative research. KU’s mission is to lift students and society by educating leaders, building healthy communities and making discoveries that change the world.  

The University of Kansas is the state’s flagship university and one of just 66 invited members of the prestigious Association of American Universities (AAU). We consistently earn high rankings for academics and recognition as a premier research university.

KU faculty and staff embrace our role as the state’s flagship university, AAU member and R1 institution that serves the state, nation and world. We celebrate the energy and compassion that infuse the Jayhawk spirit; and, we remain true to KU’s historic values: the elevating force of education, the transformative power of research and the healing power of service.

Diversity, Equity, Inclusion, and Belonging 

The University of Kansas is committed to a learning and workplace environment that is representative of our nation and global society, accepts and values everyone, appreciates our common humanity and understands that our multiple differences are the cornerstone of academic preparation, professional excellence and distinction. KU must be a place where all people feel they belong and have access to resources and support that help them attain their educational and professional goals.

We recognize there are inequalities and privileges generated by historical and persistent intersecting differences by race, ethnicity, gender identities, gender expressions, sexual orientation, socio-economic status, age, abilities, religion, regional background, veteran status, citizenship status and nationality. And we hold ourselves accountable for policies, processes and programs that appreciate these and other differences and create more fair, safe and just learning, working and living environments for KU students, faculty and staff.

Instruction 

KU offers a broad array of undergraduate and graduate study programs, and we fulfill our mission through academic and research programs of international distinction, coupled with outstanding libraries, teaching museums and information technology. These resources enrich the academic experience for students from all 50 states and 112 countries, and provide enrichment resources for KU faculty and staff.

Research 

The university attains high levels of research productivity and recognizes that faculty are part of a network of scholars and academicians that shape a discipline as well as teach it. KU staff are integral to our research success, participating in and supporting discoveries that expand knowledge and improve lives.

Service 

The university and our employees serve society through research, teaching and the preservation and dissemination of knowledge. KU's academic programs, arts facilities and public programs provide cultural enrichment opportunities for the larger community. And, KU offers educational, research and service programs throughout the state. KU employees are encouraged to participate in and serve the campus and surrounding communities in a way that is meaningful to them.

International Dimension 

KU offers more than 100 programs of international study and cooperative research for KU students and faculty at sites around the world. The university offers teaching and research that draw upon and contribute to the most advanced developments throughout the United States and abroad. At the same time, KU's extensive international ties support economic development in Kansas.

Values 

The University of Kansas, our students and employees are committed to excellence. We foster a multicultural, inclusive environment in which the dignity and rights of individuals are respected. Intellectual diversity, integrity and disciplined inquiry in the search for knowledge are of paramount importance.

Our City and State 

KU sits atop Mt. Oread in the center of Lawrence, a town full of natural beauty and culture. In fact, Rolling Stone magazine named Lawrence one of the best college towns in the United States. Lawrence is home to more than 100,000 people, and has a charming, Midwestern friendliness that welcomes visitors and celebrates diversity. In addition to KU, Lawrence is home to Haskell Indian Nations University, the premiere tribal university in the United States.

Lawrence’s historic and thriving downtown features restaurants, nightlife and local shops offering unique finds that you won’t find anywhere else. The town has more than 50 parks, an encompassing mixed-use trail, and quick access to biking/hiking trails along the Kansas River and around Clinton Lake. A five-minute drive from Lawrence, Clinton Lake offers fishing, boating, beaches, camping and other outdoor activities.

Located just 40 minutes west of Kansas City, Lawrence offers the appeal of a mid-size, suburban town with quick access to the amenities of a large city, including an international airport. The Kansas City metro area is home to world-class museums and cultural activities, Jazz clubs and other nightlife venues, expansive shopping options, and exciting professional sports with the Kansas City Chiefs, Kansas City Royals and Sporting KC.

Kansas is in the center of the country, making it convenient and cost effective to fly or drive to destinations throughout the United States. Far from flat, the Flint Hills, just 90 minutes from Lawrence, offer panoramic vistas that showcase the breathtaking beauty of America.

Making KU Your Home 

Something about Lawrence is magnetic. Long-time residents are never surprised when a KU student or employee from out of state decides to make Lawrence their permanent home. And, even those who do leave often find themselves returning to “the nest” at some point in the future. In fact, Lawrence has been named by several publications as one of the best places to retire.

At the University of Kansas, you’ll join a global Jayhawk family and find a place to call home.

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