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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
Employment Type
Full Time
Institution Type
Four-Year Institution
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Job Details

Position OverviewThe mission of the College of Liberal Arts and Sciences is broad and expansive – foster interdisciplinary education, grow global awareness and engage in experiential learning. Supporting this mission requires a comprehensive skill set that enables staff to serve in several different roles.

Working as a staff member for the College of Liberal Arts and Sciences enables individuals to take ownership of various tasks. Staff members also have the support of a strong, connected group of teammates working to “aspire for excellence in research and teaching that gives insights into the past, creates answers for the present, and builds bridges to other cultures, communities and our futures.” Job Description50% - Chair Support, Office Management, Department Events & Visitors

Assisting Speech-Language-Hearing: Sciences and Disorders (SPLH) Chair and Intercampus Program in Communicative Disorders (IPCD) Co-Directors with activities that support the academic mission of the department/program; examples include supporting non-business needs such as planning programs, improving enrollment, supporting curriculum and answering emails related to academics/research as well as things like attending/arranging meetings and events. Also managing student hourly workers, including interviewing students, training, performance management, supervision of students.
  1. Serve as receptionist for unit/department and answer departmental emails
  2. General crisis manager/problem solver for front-line responsibilities related to unit mission, building and people safety, frequently student related, sometimes grant or faculty related
  3. Coordinate schedules and arrangements for external visitors (e.g., faculty search candidates, faculty guests, external reviewers) with support from SSC
  4. Class Scheduling Officer duties for all SPLH classes
  5. Manage classroom space for department
  6. Manage calendar for department’s conference room(s)/seminar rooms
  7. Provide front-line technology support and/or contact IT. This includes maintaining department website.
  8. Manage printers, office supplies, and keys
  9. Hire and manage SPLH front office Student (hourly) Office Assistants (SOA)
  10. Attend and record minutes for SPLH faculty meetings and Intercampus Program in Communicative Disorders (IPCD) Intercampus Executive Committee (IEC) meetings, internal and external plus assist with self-study reviews
  11. Facilitate confidential shredding
  12. Serve as liaison for facilities work orders
15% - Faculty Support

Activities such as copying, gathering course evaluations, serving as the main point of contact for inquiries directed to SPLH faculty, lecturers, and GTAs.
  1. Responds to faculty, lecturer, and GTA walk-ins and requests
  2. Serve as liaison for faculty, lecturer, and GTAs for information about changing calendars, deadlines, policies, and contact persons for academic processes
  3. Assist faculty, lecturer, and GTAs with administrative forms and paperwork
  4. Prepare, collect, and store course and instructor evaluations (C&I)
  5. Perform various tasks for faculty, lecturers, and GTAs such as scheduling SPLH office space, assisting with technology, printing, copying, etc.
  6. Promotion & Tenure and PTTR physical and electronic file(s) organization and meeting coordination
15% - Communication & Department Events

Communication activities include websites, brochures, other advertising or public relations management. Department Event activities include planning meals, scheduling rooms, event set up and take down, awards, invitations, and graduation ceremony for SPLH/IPCD, etc.
  1. Plan and coordinate events (all logistics – room reservations, itinerary planning, presenter logistics, scheduling, RSVPs, IT needs, photography, brochures and printed materials, awards for graduation, etc. and communications)
  2. Attend events to provide support, including pre- and post-event support
  3. Serve as liaison to: CLAS, CASS, SSC, Marketing Communications, Office of: Chancellor/Provost/Registrar, Visitor’s Center, etc.
  4. Coordinate mailroom, departmental communications, bulletin board materials
  5. Update departmental website and manage content
  6. Update email and mailing distribution lists for announcements
  7. Produce brochures, posters, and flyers as needed
15% - Undergraduate Student Support

Activities such as assisting students with enrollment, course scheduling or resolving student issues, managing undergraduate records and coordinating visits.
  1. Responds to student walk-ins
  2. Serve as liaison for students for information about changing calendars, deadlines, policies, and contact persons for academic processes
  3. Assist students with administrative forms and paperwork
  4. Manage undergraduate records, entering data, maintaining electronic and/or physical files. Check point for department compliance with KU policies.
  5. Assist SPLH Director of Undergraduate Studies (DUS) with information, advisor assignments and reports
  6. Coordinates logistics for undergraduate visits
  7. Report on student data
  8. Provide permission numbers for instructor consent classes
  9. Assist KU National Student Speech Language Hearing Association (KU NSSLHA) student organization
5% - Other
  1. As specified by the department, based on needs.

Required Qualifications
    Bachelor's degree OR a high school degree/GED plus a minimum of two years of related administrative support work experience.
  1. Computer skills in a PC/Windows environment including MS Word and MS Excel, as demonstrated by application materials and previous experience.
  2. Excellent written communication skills and attention to detail, as demonstrated by application materials.
Preferred Qualifications
    Ability to work independently in a team environment, take ownership of the resolution of problems, be flexible and accountable, manage conflicting responsibilities, prioritize tasks and consistently meet deadlines.
  1. Ability to establish and maintain effective working relationships with faculty, administrative staff and students in a higher education environment.
Additional Candidate InstructionsA complete application package will include a cover letter describing your qualifications for the position, a resume, and a list of three (3 )professional references. Only complete applications will be considered.

Deadline to apply is September 30, 2021. Contact Information to ApplicantsProfessor Nancy Brady
[email protected] Advertised Salary Range$40,000 Work ScheduleMonday - Friday, 8:00AM-5:00PM Application Review Begins01-Oct-2021 Anticipated Start Date18-Oct-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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