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Executive Assistant Temporary

The University of Kansas
University of Kansas Lawrence Campus

Job Details

Position OverviewThe Executive Assistant provides executive support for the Vice Chancellor for Strategic Initiatives / Chancellor’s Chief of Staff and Government Relations Team by scheduling meetings, managing the calendar, arranging travel, and providing event assistance as needed. They provide administrative support to the Assistant Chief of Staff / Chancellor’s Executive Associate, including serving as the primary back-up support to the Chancellor during times of absence. They serve as staff support for administrative searches and award committees, as well as manage projects as assigned. Other routine duties include handling correspondence and processing letters from various partners across the institution.

This position interacts with and exchanges information (sometimes sensitive, complex and/or confidential) with visitors of varying backgrounds and temperaments in a friendly and courteous manner using tact, patience, and discretion. Visitors can include Board of Regents officials, State Officials / Legislators, Federal Delegation, corporate officials, alumni, University officials, faculty, students, parents, the general public and the media. They understand and are aware of the various projects currently being conducted in the office and the organization and workings of the University.

This person works closely with and provides back up administrative support for other office staff and enjoys being part of a team environment. This role collaborates with executive suite colleagues and additional University partners to assist with correspondence, special projects and University-wide events. This role offices in 230 Strong Hall and reports to the Assistant Chief of Staff / Chancellor’s Executive Associate.Job Description45% Executive Support for the Vice Chancellor for Strategic Initiatives / Chancellor’s Chief of Staff
  • Coordinate the calendar, schedule meetings, maintain meeting materials, and book travel as needed.
  • Assist with collecting documentation related to expenses, reimbursements, and mileage.
  • Assist with special projects as assigned, including but not limited to - securing a delegate to represent KU and the Chancellor for other university inaugurations, and processing the annual Distinguished Teaching Award Letters.
15% - Administrative Support for the Assistant Chief of Staff / Chancellor’s Executive Associate
  • Serve as primary back-up as needed to provide administrative support to the Chancellor when the Executive Associate is on leave.
  • Assist with processing, filing, and overall upkeep of Chancellor’s archival files.
  • Assist with booking conference rooms, catering, and parking for Chancellor hosted meetings/events.
  • Assist with various administrative duties and special projects.
15% Committee Support
  • Serve as Staff Support for Administrative Search Committees.
  • Serve as Staff Support for University-level or Chancellor-level Awards and special committees.
  • Manage the ‘Chancellor Awards’ departmental inbox, including fielding inquiries.
10% Administrative Support for the Government Relations Team
  • Provide administrative support and office coordination for the Associate Vice Chancellor of State Relations and Associate Vice Chancellor of Federal Relations. Duties include but are not limited to calendaring, arranging travel, completing reimbursement forms, placing orders, responding to phone or email inquiries or correspondence, arranging meetings, and planning and executing special events.
10% Office Support
  • Assist with overall Chancellor’s Office Coverage and operations including greeting, guiding, and assisting visitors; fielding mainline phone calls and inquiries; and reserving conference rooms and parking stalls.
  • Handle correspondence for the Chancellor, VC for Strategic Initiatives / Chancellor’s Chief of Staff, and the Assistant Chief of Staff / Chancellor’s Executive Associate – including processing of letters from Endowment, Faculty Affairs, Financial Aid, Graduate Studies, Office of Research, and other University offices.
  • Provide administrative support in the absence of other staff members.
  • Engage in troubleshooting and expedite problem solving for the Chancellor’s office. Resolve and/or refer a range of administrative concerns and inquiries.
5% Other Responsibilities
  • Assists the Chancellor's Office staff with planning and execution of Chancellor related events to include but are not limited to athletic related pre-game activities, donor engagements, special guest/visitor arrangements, graduation, etc.
  • Assist with University-level annual and one-time events - including but not limited to Commencement.
  • Handle other duties as assigned.
Required Qualifications
  1. Bachelor’s degree and seven years of office experience or High School diploma or GED equivalency and 10 years of office experience.
  2. Excellent verbal and written communication skills as evidenced by the application materials.
  3. Experience working with MS Office Suite as evidenced by application materials.
  4. Excellent organizational and multitasking skills as demonstrated by application materials and/or work history.
  5. Experience handling sensitive and/or confidential materials with discretion as demonstrated by related experience/work history.
Preferred Qualifications
  1. Experience supporting an executive level position in higher education.
  2. Demonstrated leadership experience in higher education.
  3. Thorough knowledge of the structure, policies and procedures of KU.
Additional Candidate InstructionsPlease apply online with a resume, cover letter and a list of 3 professional references.

Review will begin Monday, June 24 and will continue until position is filled.Advertised Salary Rangestarts at $21.00 an hourWork ScheduleOn-Site in Strong Hall
Hours between 8am-5pmApplication Review BeginsMonday June 24, 2024Anticipated Start DateMonday July 1, 2024Apply to Job


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.


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.


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.


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.


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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