Administrative Associate Sr, Chancellor's Office
Position Overview
This position serves as the receptionist for the Chancellor’s Office and executive suite in Strong Hall (General Counsel, Public Affairs, CFO Office, etc.). This individual is often the first point of contact for visitors and callers and is responsible for greeting, guiding, and interacting with everyone with a superior level of customer service. This role provides general office support by reserving conference rooms and parking stalls, maintaining various contact lists, handling mail, ordering supplies, and keeping inventory.
Additionally, they serve as the main point of contact for Facilities and Operations related to maintenance or service projects, as well as the liaison with the Shared Service Center Representative for expense processing. This person provides back up administrative support for team members, assists with correspondence, special projects and events as assigned. They work to build connection and community among those working within the executive suite. This role offices in 230 Strong Hall and reports to the Assistant Chief of Staff / Executive Associate to the Chancellor.
In addition to a competitive salary, the University of Kansas offers great benefits to employees such as paid vacation, sick leave, ten paid holidays plus one discretionary day, a 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 and professional development opportunities.
Additionally, they serve as the main point of contact for Facilities and Operations related to maintenance or service projects, as well as the liaison with the Shared Service Center Representative for expense processing. This person provides back up administrative support for team members, assists with correspondence, special projects and events as assigned. They work to build connection and community among those working within the executive suite. This role offices in 230 Strong Hall and reports to the Assistant Chief of Staff / Executive Associate to the Chancellor.
In addition to a competitive salary, the University of Kansas offers great benefits to employees such as paid vacation, sick leave, ten paid holidays plus one discretionary day, a 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 and professional development opportunities.
Job Description
40% Office Operations
30% Reception & Customer Service
20% Administrative Support:
10% Other Responsibilities:
- Manage reservations for office conference rooms and reserved parking stalls utilizing departmental calendars and the KU Parking Portal. Coordinate technology in the Regents Room, including establishing video conference calls, preparing the laptop for presentations, and placing conference calls.
- Serve as the office liaison with the Shared Service Center representative. Assist with paying invoices, processing P-Cards, submitting reimbursements, and collecting documentation for the office and team.
- Retrieve, sort, and distribute all office mail. Prioritize and date stamp mail addressed to the Chancellor. Apply postage to outgoing federal mail, prepare FedEx shipments, and deliver federal and campus mail by the end of each business day. Prepare bulk mailing projects as needed. Monitor postage meter and work with accountant to insure adequate postage funding.
- Maintain office supplies, beverage station, storage closet, and office equipment – with knowledge of their use and repair. Purchase special items to be gifted by the Chancellor for guests, dignitaries, etc. Check inventory to ensure adequate supply of important items on hand.
- Serve as the main point of contact with Facilities Services and Operations responsible for coordinating repairs, submitting work orders, and assisting with special projects (office moves, renovations, etc.).
- Maintain Strong Hall building directory. Serve as building contact for construction / renovation notifications.
- Update the office manual on a routine basis.
30% Reception & Customer Service
- Serve as the gatekeeper and first point of contact for the Chancellor’s Office and leadership offices located in the Strong Hall East Wing (CFO, Public Affairs, General Counsel, and Provost Office). Receive, guide, and interact 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.
- Remain aware of the current initiatives of the office, campus and institution and understand the inner workings of the University. Initiate and maintain a network of relationships with key offices throughout the University (Bursar’s, Registrar’s, Student Affairs, Advising, Admissions, etc.) so concerns are resolved in a timely and effective manner.
- Field mainline phone calls - independently responding to inquiries, addressing complaints, and resolving issues presented (sometimes sensitive, difficult, complex and/or confidential) by connecting with appropriate University contacts.
- Communicate with other executive suite front office staff on matters such as hospitality, office hours, security, and more. Problem solve on a regular basis using high levels of discretion at all times.
20% Administrative Support:
- Compile and update various phone, mailing and contact lists – including University presidents/chancellors, city/county/state officials, local/federal government organizations, area Chambers of Commerce, and local school boards.
- Using Word and Excel, create mail merges and run labels for various mailings. Prepare name tags and table tents for meetings and events.
- Provide administrative support in the absence of other staff members.
10% Other Responsibilities:
- Office representative on the Kitchen Committee for the executive suite shared kitchen.
- Provide administrative support for the KU United Way campaign, working with the United Way of Douglas County and the KU chair and KU United Way committee.
- Assist with University-level annual and one-time events - including but not limited to Commencement.
- Serve as a notary public for the Chancellor’s office.
Required Qualifications
- Bachelor’s degree OR High School diploma/GED and four years of experience in skilled clerical, accounting, auditing and/or administrative support work.
- Demonstrated experience with handling and resolving problems, using independent judgment, and gaining necessary knowledge to apply to resolution of problems.
- Excellent verbal interpersonal skills in providing support to a diverse population through interview process.
- Strong written communication skills as evidenced through application materials.
- Experience with office computer systems including Microsoft Suite: Outlook, Word, and Excel; Zoom and related technologies.
- Experience handling sensitive and/or confidential materials with discretion as demonstrated by related experience / work history.
Preferred Qualifications
- Experience providing support in a university setting.
- Experience in an executive office or clerical setting.
- Experience with KU Structures, policies, and procedures.
- Notary Public
Additional Candidate Instructions
A complete application includes:
#LI-HR1
- Resume
- Cover letter addressing how the required and preferred qualifications are met
- Contact information for three professional references
#LI-HR1
Contact Information to Applicants
Jana Collins
janacollins@ku.edu
janacollins@ku.edu
Advertised Salary Range
$44,000 - $50,000
Work Schedule
M-F, 8am - 5pm
Strong Hall 230
Chancellor's Office
Strong Hall 230
Chancellor's Office
Application Review Begins
Friday May 3, 2024
Anticipated Start Date
Monday June 3, 2024