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Office Manager

Employer
The University of Kansas
Location
University of Kansas Lawrence Campus

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Job Details

Position OverviewThe University Honors Program is seeking an administrative associate senior to oversee operations for their building, Nunemaker Center, and to provide administrative support to program staff and faculty. This is an exciting opportunity for individuals that enjoy interacting and connecting with people and enjoy organizing, planning and supporting activities, resources and spaces to create an environment that all feel a true sense of belonging where inspiration and interdisciplinary inquiry is welcomed and encouraged.

The administrative associate senior coordinates and oversees program activities, student and guest requests/needs, and use of facilities to ensure the success of delivery for all events. This is an on-site position that provides a first point of welcome for visitors to the building and facilitates positive connections for the various populations who use the space.

The University Honors Program provides a highly engaging and supportive experience for undergraduate students in all majors and schools at the University of Kansas. The program offers signature programs committed to fostering student participation in experiential learning, the cultivation of student well-being, and active community engagement.

Ku offers a competitive benefits package that includes options for health, vision, dental, and life insurance, as well as an attractive retirement program, tuition assistance for employees and dependents, and a generous leave program. More information is available at KU Benefits or https://newhires.ku.edu.

KU’s excellence is a result of the rich tapestry of experiences, perspectives, and backgrounds of our faculty, staff, students, and colleagues from across our nation and the globe. At KU, we invest in continuous learning and growth by creating a climate where people engage in respectful dialogue and debate and support each other’s success. We foster a culture of care where each person is seen, heard and valued. When people feel a true sense of belonging, we believe they are better able to reach their full potential and achieve remarkable things. The successful candidate must be eligible to work in the U.S. by the effective date of the appointment.
Job Description50% Office Operations and Administrative Support
  • Greet guests and manage visitor needs by providing resources, directions, calendaring, etc.
  • Manage all incoming Honors Program communications with timely and informative responses. This includes but is not limited to email, phone, instant messaging requests.
  • Supervises student staff and administrative support functions. Hire, train, and supervise the student assistants and ensure that the office is adequately supported for office and facility needs.
  • Ensures all program and facility activities are communicated effectively. Coordinates mailings, produces materials for information packets by creating materials or pulling together other campus information, etc.
  • Works with senior leadership on coordinating and managing multiple donor/alumni activities and fundraising initiatives to ensure coordinated and successful outcomes.
  • Ensure the confidential use and storage of information.
  • Maintain the director’s calendar using Outlook. Assist with the scheduling of meetings and events for the program director and other staff.
  • Works with the director and leadership team to prepare materials and spaces for meetings, events, board activities, recruiting events, etc.
  • Attend staff meetings and signature program events.
  • In collaboration with staff, contribute to the design and delivery of student leadership training or other programming as appropriate.

20% Building Operations
  • Foster a welcoming environment by successfully managing building logistics and spaces.
  • Coordinate with the honors admissions team to determine space needs for prospective student visits.
  • Establish and support building opening and closing procedures, complying with safety requirements, etc.
  • Oversee the scheduling of building spaces.
  • Provide for the smooth functioning of classroom and office technology.
  • Provide directional signage to give guidance to visitors and enhance navigation.
  • Coordinate with KU Facilities to address building maintenance needs and maintain the professional appearance of building spaces.
  • Coordinate with KU Parking on parking needs.
  • Oversee staff office moves.
  • Work with university personnel to have a building emergency and evacuation plan.

20% Event Planning
  • Collaborate with honors staff and faculty to ensure that program events address student needs and align with program goals.
  • Oversee the logistics for signature program events taking place both inside and outside of Nunemaker including Planning Your Honors Path, and the Honors Seminar Symposium.
  • Reserve spaces and technology necessary for events.
  • Facilitate catering needs.
  • Assist with the production of invitations and the tracking of responses.
10% Other
  • Contribute to scholarship and award processes.
  • Serve on department/university committees and pursue other forms of professional development, as appropriate.
Position RequirementsThis position requires working on-site. Operations hours are M-F from 8am-5pm.Required Qualifications
  1. High school diploma or GED equivalency plus four years office experience or four years of post-secondary education.
  2. Experience with PC/Windows environment including MS Word, Outlook, and Excel as demonstrated by application materials and previous experience.
  3. Experience with scheduling and calendar management
  4. Experience working with confidential information.
  5. Excellent communication skills and attention to detail as demonstrated by application materials
Preferred Qualifications
  1. Bachelor's degree.
  2. Demonstrated experience maintaining effective working relationships with faculty, staff, and students in a higher education environment.
  3. Previous supervisory experience.
  4. Experience with event planning.
Additional Candidate InstructionsA complete online application will include:
  • Cover letter describing how the required and preferred qualifications are met
  • Resume
  • Three professional references and their contact information

Application review begins Monday, July 1, 2024. For consideration apply by Sunday, June 30, 2024.
Contact Information to ApplicantsSarah Crawford-Parker; scrawpar@ku.eduAdvertised Salary Range$44,000Work ScheduleM-F; 8-5Application Review BeginsMonday July 1, 2024Anticipated Start DateMonday July 29, 2024Apply to Job

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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