Administrative Associate - School of Business - 11966BR

Administrative Associate - School of Business

Department: 
Business
Location/Division: 
University of Kansas - Lawrence
Reg/Temp: 
Regular
Employee Class: 
U-Unclassified Professional Staff

Position Overview

The Administrative Associate will provide administrative support to the Area Director(s), faculty, lecturers and students within the KU School of Business. This position also initiates financial processing for payments and reimbursements; serves the primary contact for a range of constituents; and coordinates a wide range of activities including area events and guest visitors. This is a full-time, 12-month position. The Administrative Associate may have indirect reporting lines to multiple Area Directors, as this position may support multiple academic areas within the School.

Job Description

Duties:

50% Administrative Support. Provide administrative support to Area Director(s) and Faculty. Duties may include but are not limited to:

• Monitors workflow within the office in the designated area(s) and ensures that the tasks are completed in a timely manner.
• Provides clerical support for the faculty, lecturers and doctoral students, as authorized by the Area Director(s), including hiring of student employees.
• Maintains daily correspondence, ensuring that income and outgoing documents are properly processed and filed.
• Maintains electronic and/or paper filing systems, data bases and record keeping.
• May arrange appointments and maintain calendars for Area Director(s).
• Screens inquiries and directs issues/questions to the appropriate Area Director(s), as necessary.
• Coordinates new faculty recruiting process for area including candidate application materials, interview schedules and travel arrangements. Facilitates Course & Instructor Evaluations each semester.

20% Financial Transactional Support. Provide oversight of financial transactions and budget reporting, including but not limited to:

• Initiates accounts payable process for financial transactions and travel reimbursements.
• Reconciles problems to ensure timely payment.
• Reviews and reconciles area budget reports utilizing Excel and/or an ERP (Enterprise Resource Planning) systems.
• Assists the Director(s) in management of financial records and budgets for the area, individual faculty, and other academic needs including PDA and GRF accounts.
• Maintains databases and processes for budgeting and donor accounting.


20% Constituent Relations. Coordinates and supports the relationships with constituents including advisory councils, donors, visiting scholars, corporate recruiters, other School of Business staff, students and alumni. Duties may include:

• Assists in the organization of advisory council meetings and area special projects/speakers.
• Maintains database of donor and alumni contact information. Receives and acknowledges donor gifts.
• Assists the Communications Department with the preparation and distribution of area-specific marketing materials.
• Reviews local and regional news publications for alumni career notices and initiates congratulatory correspondence.
• Coordinates schedules for visiting scholars in arranging lodging and travel; schedules meetings and dinners and sends acknowledgements.
• In coordination with Career Services staff, arranges lunches with corporate recruiters and area faculty.


10% Office Management, Student Supervision and Miscellaneous. Responsible for ensuring smooth office functions and participating as a valued team member of the School of Business staff.
• May recruit, supervise and train student assistants.
• Assigns, reviews and evaluates the work flow of the office.
• Responsible for the procurement of supplies and maintenance of inventory records for the Areas.
• Reviews and recommends technological and procedural changes to ensure compliance with policy and improve work processes.
• May participate in special projects and/or on special committees within the School.
Other duties as assigned.

Required Qualifications

  1. High School diploma or completion of G.E.D. equivalency, plus two years of office experience; or two years of post-secondary education.
  2. Minimum of 3 years professional experience providing customer service, accounting, auditing and/or administrative support, as indicated on application materials. Professional experience may be concurrent with educational experience requirements.
  3. Experience with Microsoft Office Suite, including Word, Excel, and Outlook, as demonstrated on application materials.

Preferred Qualifications

  1. Associates or Bachelor’s degree.
  2. Knowledge of KU, state regulations or similar university structure.
  3. Excellent written communication skills as evidenced by cover letter.
  4. Past work experience demonstrating the ability to multi-task or work for multiple supervisors, as evidenced by work history.
  5. Experience organizing tasks, people, projects or other highly skilled administrative tasks.

Additional Candidate Instructions

A complete application requires:
1) on-line application;
2) current resume;
3) a cover letter;
4) complete contact information for three professional references.



To have your application considered for review, please apply by May 28, 2018.

Estimated start date is June 18, 2018.

Contact Information to Applicants

Advertised Salary Range

Minimum $31,905; increasing with experience

Application Review Begins

28-May-2018

Anticipated Start Date

18-Jun-2018

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Posting Information
Posting ID:
11966BR
Department:
Business
Location/Division:
University of Kansas - Lawrence
Reg/Temp:
Regular
Employee Class:
U-Unclassified Professional Staff
Application Review Begins:
28-May-2018
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