Administrative Associate
- Employer
- The University of Kansas
- Location
- Lawrence, KS
View more
- Administrative Jobs
- Institutional & Business Affairs, Clerical & Administrative Support
- Employment Type
- Full Time
- Institution Type
- Four-Year Institution
Job Details
The Administrative Associate (AA) is responsible for assisting the Professional Programs team in preparation and successful implementation of professional education activities and academic conferences. Additionally, the AA supports the overall program administration by maintaining databases, keeping records, maintaining inventories and generating appropriate correspondences for travel and general office administration. The ideal candidate for this position is someone who has strong organizational skills, keen attention to detail and is highly deadline driven. Job Description50% Support in Program Planning of Conferences and Short Courses
- Executes the programming unit's business strategy by assisting program managers in the planning and implementation of professional education delivery
- Assists in determining audio-visual equipment needs, instructional supplies, attendee supplies and various staff/presentation travel needs for educational events
- Establishes/maintains contact with various agencies, instructors, participants, etc.
- Enters attendee information into program registration systems
- Prepares participant rosters, tent cards, nametags and certificates from registration database files
- Generates status reports critical to identifying accurate enrollment figures for determining final class arrangements and future program schedules
- Assists with program delivery activities, online or in-person, occasionally working outside of normal business hours
- Serves as contact with participants in answering logistical questions
- Responsible for the production, assembly and packaging of program supplies and packets for event participants
- Generates, distributes, and tracks State of Kansas travel expense forms, including: out-of-state travel requests, order requests, and travel reimbursements for Professional Programs staff and LPE administration
- Prepares paperwork related to instructional fees, staff and instructor travel and expenses related to shipment of course materials
- Processes payment requests and follows through with Shared Service Center to ensure timely and accurate processing
- Works with the program managers to track income and expense activity for program deliveries.
- Assists program managers in recordkeeping and preparation of financial reports
- Receive phone calls and respond or forward to the appropriate staff member
- Assist with management of departmental email account ensuring appropriate and timely response
- Scan documents and file paperwork as appropriate
- Send, receive and sort daily mail and deliveries
- Ensure general office supplies are maintained and refresh as needed
- Assist with scheduling meetings for Professional Programs and LPE leadership
- Manage routing process for contracts, payment requests and other documents requiring internal and external signature
- Initiate processing of travel requests and associated reimbursements
- Assemble materials and agendas for meetings and presentations
- Other activities/duties involve serving on various committees and working in individual and team settings to accomplish overall Professional & Continuing Education program goals
- Ability to work effectively in a team environment, and with deadlines and multiple, rapidly evolving priorities.
- Ability to lift 35 pounds with or without reasonable accommodation.
- High School diploma/GED and 2 years of office experience or 2 years of post-secondary education
- Work experience that required use of Word, Excel, Outlook and database software as outlined in application materials.
- Work experience that involved tracking of financial information as outlined in application materials.
- Excellent communication skills as evidenced by application materials and demonstrated in interview process
- Work experience that required ability to work effectively with diverse individuals, such as students, faculty, administrators, and professional groups as outlined in application materials and demonstrated in interview process.
- Bachelor's degree from an accredited institution
- Experience working in a higher or continuing education setting
- Knowledge of University of Kansas policies and facilities
- Knowledge of adult learning and distance education
A cover letter addressing how required qualifications are met.
Resume
3 Professional References
Incomplete applications will not be considered.
- Application review will begin Wednesday, February 16th, 2022 and will remain open until a qualified pool of candidates had been identified.
stacycordell@ku.edu Advertised Salary Range$35,000 Application Review Begins16-Feb-2022 Anticipated Start Date07-Mar-2022
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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