Administrative Associate
University of Kansas, Lawrence, KS, United States
29329BR
Job Title:
Administrative Associate
Department:
Speech-Language-Hearing
Primary Campus:
University of Kansas Lawrence Campus
Job Description:
50% - Chair Support, Office Management, Department Events & Visitors
Assisting Speech-Language-Hearing: Sciences and Disorders (SPLH) Chair and Intercampus Program in Communicative Disorders (IPCD) Co-Directors with activities that support the academic mission of the department/program; examples include supporting non-business needs such as planning programs, improving enrollment, supporting curriculum and answering emails related to academics/research as well as things like attending/arranging meetings and events. Also managing student hourly workers, including interviewing students, training, performance management, and supervision of students.
Serve as the receptionist for the unit/department and answer departmental emails.
Serve as the general crisis manager/problem solver for front-line responsibilities related to the unit mission, building, and people safety (frequently student related, sometimes grant or faculty related).
Coordinate schedules and arrangements for external visitors (e.g., faculty search candidates, faculty guests, external reviewers) with support from SSC.
Coordinate Class Scheduling Officer duties for all SPLH classes.
Manage classroom space for department.
Manage calendar for department’s conference room(s)/seminar rooms.
Provide front-line technology support and/or contact IT. This includes maintaining department website.
Manage printers, office supplies, and keys.
Hire and manage SPLH front office Student (hourly) Office Assistants (SOA).
Attend and record minutes for SPLH faculty meetings and Intercampus Program in Communicative Disorders (IPCD) Intercampus Executive Committee (IEC) meetings, internal and external plus assist with self-study reviews.
Facilitate confidential shredding.
Serve as liaison for facilities work orders.
15% - Faculty Support
Activities such as copying, gathering course evaluations, and serving as the main point of contact for inquiries directed to SPLH faculty, lecturers, and GTAs.
Responds to faculty, lecturer, and GTA walk-ins and requests.
Serve as liaison for faculty, lecturer, and GTAs for information about changing calendars, deadlines, policies, and contact persons for academic processes.
Assist faculty, lecturer, and GTAs with administrative forms and paperwork.
Prepare, collect, and store course and instructor evaluations (C&I).
Perform various tasks for faculty, lecturers, and GTAs such as scheduling SPLH office space, assisting with technology, printing, copying, etc.
Manage Promotion & Tenure and PTTR physical and electronic file(s) organization and meeting coordination.
15% - Communication & Department Events
Communication activities include websites, brochures, and other advertising or public relations management. Department Event activities include planning meals, scheduling rooms, event set up and take down, awards, invitations, and graduation ceremony for SPLH/IPCD, etc.
Plan and coordinate events (all logistics – room reservations, itinerary planning, presenter logistics, scheduling, RSVPs, IT needs, photography, brochures and printed materials, awards for graduation, communications, etc.)
Attend events to provide support, including pre and post-event support.
Serve as liaison to: CLAS, CASS, SSC, Marketing Communications, Office of: Chancellor/Provost/Registrar, Visitor’s Center, etc.
Coordinate mailroom, departmental communications, and bulletin board materials.
Update departmental website and manage content.
Update email and mailing distribution lists for announcements.
Produce brochures, posters, and flyers as needed.
15% - Undergraduate Student Support
Activities such as assisting students with enrollment, course scheduling, resolving student issues, managing undergraduate records, and coordinating visits.
Responds to student walk-ins.
Serve as liaison for students for information about changing calendars, deadlines, policies, and contact persons for academic processes.
Assist students with administrative forms and paperwork.
Managing undergraduate records, entering data, and maintaining electronic and/or physical files. Check point for department compliance with KU policies. Assist SPLH Director of Undergraduate Studies (DUS) with information, advisor assignments, and reports.
Coordinates logistics for undergraduate visits.
Report on student data.
Provide permission numbers for instructor consent classes.
Assist KU National Student Speech Language Hearing Association (KU NSSLHA) student organization.
5% - Other
As specified by the department, based on needs.
Req ID (Ex: 10567BR) :
29329BR
Disclaimer:
The University of Kansas prohibits discrimination on the basis of race, color, ethnicity, religion, sex, national origin, age, ancestry, disability, status as a veteran, sexual orientation, marital status, parental status, gender identity, gender expression, and genetic information in the university's programs and activities. Retaliation is also prohibited by university policy. The following person has been designated to handle inquiries regarding the nondiscrimination policies and is the Title IX coordinator for all KU and KUMC campuses: Associate Vice Chancellor for Civil Rights and Title IX, civilrights@ku.edu, Room 1082, Dole Human Development Center, 1000 Sunnyside Avenue, Lawrence, KS 66045, 785-864-6414, 711 TTY.
Work Schedule:
M-F 8a-5p.
FLSA Status:
Nonexempt
Contact Information to Applicants:
Mike Vitevitch - mvitevit@ku.edu
Required Qualifications:
Bachelor's degree OR a high school degree/GED plus a minimum of two years of related administrative support work experience.
Computer skills in a PC/Windows environment including MS Word and MS Excel, as demonstrated by application materials and previous experience.
Excellent written communication skills and attention to detail, as demonstrated by application materials.
Employee Class:
U-Unclassified Professional Staff
Advertised Salary Range:
47,000
FTE:
1.0
Preferred Qualifications:
Previous work experience that demonstrated working independently in a team environment, taking ownership of the resolution of problems, being flexible and accountable, managing conflicting responsibilities, prioritizing tasks and consistently meeting deadlines as demonstrated in application materials.
Previous work experience that demonstrated establishing and maintaining effective working relationships with faculty, staff, and students in a higher education environment as evidenced in application materials.
Position Overview:
The mission of the College of Liberal Arts and Sciences is broad and expansive – foster interdisciplinary education, grow global awareness and engage in experiential learning. Supporting this mission requires a comprehensive skill set that enables staff to serve in several different roles.
Working as a staff member for the College of Liberal Arts and Sciences enables individuals to take ownership of various tasks. Staff members also have the support of a strong, connected group of teammates working to “aspire for excellence in research and teaching that gives insights into the past, creates answers for the present, and builds bridges to other cultures, communities and our futures.”
Reg/Temp:
Regular
Application Review Begins:
18-Nov-2024
Anticipated Start Date:
22-Dec-2024
Additional Candidate Instruction:
In addition to the online application, the following documents are required to be considered for this position:
Cover letter describing how you meet the required and preferred qualifications.
Resume.
List of three (3) professional references.
Only complete applications will be considered.
Application review begins Monday, 11/18/2024 and will continue until a qualified pool of applicants are identified.
Job Family:
Administrative Support-KUL
Work Location Assignment:
On-Site