Administrative Assistant - 23022BR

Administrative Assistant

Department: 
Law Administration
Location/Division: 
University of Kansas Lawrence Campus
Work Location Assignment: 
On-Site
Reg/Temp: 
Regular
Employee Class: 
U-Unclassified Professional Staff

Position Overview

This 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. 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.

Job Description

30% 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.

30% 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.

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% 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.

Required Qualifications

1. High School diploma or GED equivalency and one year of office work experience or one year of post-secondary education.

Preferred Qualifications

1. Prior office management work experience.
2. Excellent organizational, time management, and oral and written communication skills as evidenced by application materials and work history.
3. Excellent customer service and interpersonal skills and ability to work effectively as part of a team.
4. Editing and proofreading ability, and strong word processing skills.

Additional Candidate Instructions

Complete and submit the online application. Include a cover letter, resume and the names/contact information for three professional references. Review of applications will begin August 15, 2022 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 Applicants

Leah Terranova
leaht@ku.edu
785-864-4357

Advertised Salary Range

Minimum starting $31,000

Work Schedule

M-F; 8-5

Application Review Begins

15-Aug-2022

Anticipated Start Date

29-Aug-2022

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Posting Information
Posting ID:
23022BR
Department:
Law Administration
Primary Campus:
University of Kansas Lawrence Campus
Work Location Assignment:
On-Site
Reg/Temp:
Regular
Employee Class:
U-Unclassified Professional Staff
Application Review Begins:
15-Aug-2022