Administrative Associate
- Employer
- The University of Kansas
- Location
- Lawrence, KS
View more
- Administrative Jobs
- Academic Affairs, International Programs, Institutional & Business Affairs, Clerical & Administrative Support
- Employment Type
- Full Time
- Institution Type
- Four-Year Institution
Job Details
*This position is advertised as a full-time position. SAGE is willing to consider a 0.75 FTE for an interested candidate.
Job DescriptionOffice Managament (35%)
- Oversee all functions of busy front office that handles inquiries, applications, appointment scheduling, paperwork intake, document purging/archiving etc. of approximately 1,500 student travelers and 75 international exchange students annually.
- Provide administrative support to the Director by scheduling appointments, convening meetings, communicating with internal and external constituents, and assisting in research initiatives.
- Receive regular reports of private donations from KUEA; update and maintain donor database and coordinate SAGE communications to donors and external contacts.
- Coordinate staff meetings and events including scheduling, catering, preparation of the agenda, meeting minutes, etc.
- Assist in coordination, scheduling and materials preparation for three faculty orientation sessions and six student orientation sessions annually, including room reservations, catering, set-up, signage, and volunteer scheduling.
- Manage inventory and ordering of office supplies, equipment and services with on-campus and off-campus vendors.
- Serve as a notary public for students, faculty and other constituents (can be secured upon hire).
- Serve as one of multiple building proctors for Lippincott Hall and unit liaison for campus Facilities Operations, put in work orders and disseminate building wide notifications.
- Serve as the assistant manager to the KU Passport Acceptance Facility.
- Maintain passport acceptance agent certification through the U.S. Department of State Bureau of Consular Affairs.
- Engage in ongoing professional development activities to ensure accurate and up-to-date knowledge of regulations governing passport issuance and renewals.
- Provide strong customer service through in-person appointments as well as responding to email and phone inquiries.
- Serve as liaison between constituents and U.S. DoS for all inquiries related to passport applications, renewals, processing, etc.
- Process passport applications in accordance with U.S. regulations.
- Maintain acceptance facility office, including monitoring and maintenance of supplies.
- Hire, train, supervise, develop and evaluate 4-5 student clerical assistants to serve as front-office reception, responsible for guest service provision; appointment scheduling, document intake, processing and filing; monitoring the osaclerical@ku.edu email account, and additional duties as assigned.
- Train and oversee students in the application of FERPA regulations while assisting students and parents, and in handling emergency situations as first point of contact for program directors, participants and parents.
- Assemble faculty director orientation and pre-departure materials for approximately 45 faculty-led programs annually.
- Produce and maintain up-to-date emergency contact materials for all SAGE programs and participants, including participant travel (report preparation through Terra Dotta), program itineraries, on-site contact information, third party program providers, and health insurance providers on Sharepoint and Teams.
- Support credit and grade posting processes for short-term and semester programs, including maintenance of the Study Abroad Faculty/Departmental Advisor list, creation of credit worksheets and submission of credit posting requests to the KU Registrar’s Office.
- Update contents of study abroad course database, including larger data entry and management projects as requested by Curriculum Integration team.
- Process Non-KU and exchange student transcript requests through KU Registrar’s Office.
- Receives and compiles student program evaluations through online system and forwards redacted summary evaluations to SAGE Director for distribution to academic units.
- This position requires working on-site.
- High school diploma or completion of G.E.D. equivalency PLUS a minimum of two years of *office experience. *Two (2) years of post-secondary education may be substituted for the office experience.
- Experience using the Microsoft Office Suite.
- Cover letter addressing how you meet the required and preferred qualifications.
- Resume.
- Contact information for three professional references (including at least one previous or current supervisor).
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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