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Administrative Assistant

Employer
The University of Kansas
Location
University of Kansas Lawrence Campus

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Job Details

Position OverviewThis position manages and performs administrative office functions and serves as the Law School’s initial point of contact for faculty, staff, students, alums and other guests. Responsibilities also include faculty and administrative project support and word processing and disability testing accommodations administrative support. Position requires quality strong customer service skills and the ability to multi-task, organize, and prioritize work with minimum supervision. This is a full-time, benefits eligible, unclassified professional staff position.

If you are looking for a rewarding and dynamic career, look no farther than the University of Kansas. In addition to a competitive salary, KU offers great benefits to employees with up to 176 hours of paid vacation per year, 96 hours of sick leave earned per year, 9 paid holidays plus one discretionary day, a great retirement program, medical and dental insurance, life and disability insurance, other benefit plan options and state of Kansas discounts offered by various vendors. KU also offers employees educational opportunities for employees. KU is a great place to work!
Job Description40% Faculty / Administrative Support:Creates, edits, and/or copies documents from a variety of formats for faculty and academic staff. Coordinates and performs work independently with various faculty, staff and associate deans. This includes coordinating travel and lunches for faculty workshops and providing support for the associate deans with other activities and duties related to their administrative roles including conference travel and programming. Serves as point of contact for students receiving disability testing accommodations. Maintains online tracking system of all accommodated students and alternate exam times. Coordinates accommodated exam scheduling with faculty and students and communicates alternative testing logistics to students. Administers accommodated exams and maintains confidentiality of stored and collected exams. Maintains highest standards around confidentiality, exam integrity and student anonymity in all testing situations. Maintains confidentiality of finals and project records. Proofs material for consistency of format, appropriate grammatical placements, and accuracy of information. Creates data merges and form files. Completes all work timely and accurately to meet deadlines. Examples of equipment/software used: Scanner, Word, WordPerfect, PowerPoint, Adobe Acrobat, Access, MS Notepad, and Adobe Photoshop. Coordinate and prioritize projects so that deadlines are met. Assists the Faculty Support position with overflow work as requested. Designs and maintains databases of frequent contacts for professors and the Dean for use in mail merges. Maintains current and past employee master address list and distributes internal phone list, prints reports for distribution, prints labels for mass mailings, etc.
20% Office Management: Responsible for presenting a professional appearance by providing overall office management services timely and courteously, assisting in a friendly and helpful manner, and providing a positive and supportive environment to students, staff, administrators, faculty, and visitors. Specific duties include: overseeing administrative office reception and phone activities; scheduling appointments, events and classes; handling routine correspondence; overseeing mail services including sorting, metering, and distributing mail or other delivery packages; coordinating courtesy parking for guests and events as needed and assisting with building maintenance issues including maintenance requests in Maximo. Troubleshooting issues with office printers, copier, fax machine, and mail equipment. Tracking Pcard receipts and maintaining Pcard log, as well as completing procurement and hospitality forms as needed. Maintains vault inventory, informs staff of record retention policies, and oversees dispositions in accordance with KU or School policies. Maintains security of building keys. Distributes, at the direction of the administrative dean, and tracks keys given to faculty, staff and students. Places and removes holds on student accounts when keys are not returned. Obtains lost key fee from students as needed.
20% Room Scheduling: Schedules meetings and room changes frequently and in line with room capacity as requested by faculty, staff, and student organizations. Coordinates and tracks student organization events to ensure compliance with procedures for scheduling. Assists Registrar with classroom changes before and during the semester. Assists in finding rooms outside the Law School when rooms in the school are unavailable or cannot accommodate a specific event/class.
10% Ordering and Maintaining Office and Event Supplies: Orders routine office supplies through FITC and other items and office supplies as directed by the appropriate personnel/departments. Coordinates all ordering and deliveries for non-FITC supplies and services including Lindy Spring and Shred-It. Coordinates and orders supplies such as soda, water, paper supplies, ice, etc. for events and meetings. Tracks and monitors these supplies to ensure sufficient quantities are available.
10% Other: Assist faculty and administrative offices including Communications, CSO, Admissions and Registrar with projects, events, workshops, intercession courses, visits from the judiciary, CLE programming. This includes ordering food, lunches and/or helping with setup and cleanup; greeting guests and visitors; preparing alumni correspondence and mailings; assisting with student hiring; preparing office space for new faculty, visitors or affiliates. Performs other duties and projects as assigned.Position RequirementsOn-site
Required Qualifications1. High School diploma or GED equivalency and one year of office work experience or one year of post-secondary education.Preferred Qualifications1. Office management work experience.
2. Applied organizational, time management, and oral and written communication skills as evidenced by application materials and work history.
3. Experience applying excellent customer service and interpersonal skills, and ability to work effectively as part of a team.
4. Experience editing and proofreading, demonstrating strong word processing skills.
Additional Candidate InstructionsComplete and submit the online application. Include a cover letter, resume and the names/contact information for three professional references.

Review of applications will begin June 26, 2024 and will continue until a suitable candidate is selected. To ensure priority consideration, apply before the review date.

This is an in-person 1.0 FTE (40 hours/week) position. Appointment at 0.75 FTE (30 hours/week) may be considered for qualified candidates.
Contact Information to ApplicantsLeah Terranova
leaht@ku.edu
785-864-4357
Advertised Salary RangeMinimum starting salary: $31,000Work ScheduleM-F; 8-5Application Review BeginsWednesday June 26, 2024Anticipated Start DateMonday July 15, 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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