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Administrative Associate

Employer
The University of Kansas
Location
Lawrence, KS

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

Position OverviewThe KU School of Business is seeking an Administrative Associate. This position provides a variety of specialized administrative support to Academic Area Director(s), faculty, lecturers, and students. This position also initiates financial processing for payments and reimbursements; serves as the primary contact for a range of constituents; and coordinates a wide range of activities including area events and guest visitors. This is a full-time, twelve-month, benefits eligible, regular appointment. Job Description50% Administrative Support. Provide administrative support to Area Director(s), faculty, and students. Duties may include but are not limited to:
  • Monitors workflow within the office in the designated area(s) and ensures that the tasks are completed in a timely manner.
  • Provides clerical support for the faculty, lecturers, and doctoral students, as authorized by the Area Director(s), including hiring of student employees.
  • Maintains daily correspondence, ensuring that incoming and outgoing documents are properly processed and filed.
  • Maintains electronic and/or paper filing systems, data bases, and record keeping.
  • May arrange appointments and maintain calendars for Area Director(s).
  • Screen’s inquiries and directs issues/questions to the appropriate Area Director(s), as necessary.
  • Coordinates new faculty recruiting process for area including candidate application materials, interview schedules, and travel arrangements.
  • Facilitates Course & Instructor Evaluations each semester.
20% Financial Transactional Support. Provide oversight of financial transactions and budget reporting. Duties may include but are not limited to:
  • Initiates accounts payable process for financial transactions and travel reimbursements.
  • Reconciles problems to ensure timely payment.
  • Reviews and reconciles area budget reports utilizing Excel and/or an ERP (Enterprise Resource Planning) system.
  • Assists the Director(s) with financial records and budgets for the area, individual faculty, and other academic needs including PDA and GRF accounts.
  • Maintains databases and processes for budgeting and donor accounting.

20% Constituent Relations. Coordinates and supports the relationships with constituents including advisory councils, donors, visiting scholars, corporate recruiters, other School of Business staff, students, and alumni. Duties may include but are not limited to:
  • Assists in the organization of advisory council meetings and area special projects/speakers.
  • Maintains database of donor and alumni contact information. Receives and acknowledges donor gifts.
  • Assists the Communications Department with the preparation and distribution of area-specific marketing materials.
  • Reviews local and regional news publications for alumni career notices and initiates congratulatory correspondence.
  • Coordinates schedules for visiting scholars in arranging lodging and travel; schedules meetings, dinners and sends acknowledgements.
  • Works in coordination with Career Services staff, arranges lunches with corporate recruiters and area faculty.

10% Office Management, Student Supervision and Miscellaneous. Responsible for ensuring smooth office functions and participating as a valued team member of the School of Business staff.
  • May recruit, supervise and train student assistants.
  • Assigns, reviews, and evaluates the workflow of the office.
  • Responsible for the procurement of supplies and maintenance of inventory records for the Area(s).
  • Reviews and recommends technological and procedural changes to ensure compliance with policy and improve work processes.
  • Attends business school staff and faculty assembly.
  • Participates in school and university wide committees and groups as requested.
  • Completes other job-related duties as assigned.
Position RequirementsThis position is required to work on-site. Required Qualifications
  1. High School diploma or completion of G.E.D. equivalency, plus two years of office experience; or two years of post-secondary education.
  2. Minimum of 3 years professional experience providing customer service, accounting, auditing and/or administrative support, as indicated on application materials. Professional experience may be concurrent with educational experience requirements.
  3. Proficiency with Microsoft Office Suite, including Word, Excel, and Outlook, as demonstrated on application materials.
Preferred Qualifications
  1. Associate's or Bachelor’s degree.
  2. Knowledge of KU, state regulations or similar university structure.
  3. Excellent written communication skills as evidenced by cover letter.
  4. Past work experience demonstrating the ability to multi-task or work for multiple supervisors, as evidenced by work history.
  5. Experience organizing tasks, people, projects, or other highly skilled administrative tasks.
Additional Candidate InstructionsA complete application requires: 1) on-line application; 2) current resume; 3) a cover letter; 4) complete contact information for three professional references.

Application review date: 8/23/21 Contact Information to Applicants[email protected] Advertised Salary RangeMinimum $32,500; increasing with experience Work ScheduleM-F 8-5; possible occasional evening Application Review Begins23-Aug-2021 Anticipated Start Date06-Sep-2021

Organization

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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