Administrative Associate Sr - 22879BR

Administrative Associate Sr

University Governance
University of Kansas Lawrence Campus
Work Location Assignment: 
Employee Class: 
U-Unclassified Professional Staff

Position Overview

The Administrative Associate Senior provides support to the president of the University Senate, University Senate Executive Committee, and the Executive Assistant for the Governance Office. The position functionally provides support and reports to the University Senate President while working closely with Governance and Provost Office personnel on designated activities. The Provost Office Chief of Staff is the supervisor of record in the HR system and approves the Associate’s time and leave and is responsible for receiving feedback from the Senate President to complete the annual review and manage other personnel related activities. The position requires a high level of autonomy and responsibility in handling highly confidential information requiring exceptional organizational proficiency and strong attention to detail.

Job Description

40% Appeals, and FacEx Petitions:
  • The Administrative Associate Senior, with direction and support from the Executive Assistant, is responsible for facilitating and insuring procedures are followed, while providing support to the University Senate Judicial Board Chair, Judicial Board Hearing Boards and Disciplinary Action Hearing Board.
  • Receives and reviews FacEx petitions for completeness and records the petition before forwarding to individual departments for review and approval.
  • Tracks and forwards to the FacEx Appeals Committee for approval.
  • Ability to interpret diverse academic and departmental policies and track university changes. This involves contacting administrators, instructors, students, or staff, obtaining additional documentation, ensuring that the appropriate academic policies are referenced and required signatures obtained.
  • Provides accurate information to administrators, instructors, students, staff, and the FacEx Petition Committee regarding various academic policies such as credit/no credit, withdrawal, academic forgiveness, course cancellations, changing courses and sections, impact on student's transcript, grade changes, tuition reimbursements, etc.
  • Maintains a permanent log of appeals received, maintains a record of the committee's decisions, and forwards the final decision to the student and to appropriate administrative offices for action.
  • Ensures confidentiality regarding student records involved in FacEx Petitions.

25% Communication:
  • Provides initial point of contact for persons inside and outside the University who inquire about Governance activities, policies, and procedures. Coordinates with Executive Assistant on complex matters, questions, and other related needs. Requires knowledge of and familiarity with the University Senate Code, University Senate Rules and Regulations, Faculty Senate Rules and Regulations, and the procedures governing the University Judicial Board, FacEx Appeals Committee, and the Disciplinary Action Hearing Board.
  • Provides University Senate Committees resource support. On behalf of SenEx, the Associate contacts committee members and chairs regarding willingness to serve on University Senate Committees.
  • Schedules ad arranges meetings for University Senate Committee chairs
  • Conducts research activities examining past reports and actions, etc.
  • Monitors due dates for the University Senate committee charges that SenEx gives to each committee and requests interim or special reports as needed.

20% Support for the University Senate President:
  • Maintains frequent contact with the Executive Assistant, and the University Senate President.
  • Communicates with internal and external constituents and conducts research and archival reporting on governance issues.
  • Takes detailed minutes at University Senate and University Senate Executive meetings identifying action items and tracking the status of the action items for the University Senate and University Senate Executive Committee meetings.
  • Provides technical support (Zoom, Microsoft Office Teams, conference room setup) for Faculty Senate and the Faculty Senate Executive meetings, etc.
  • Provides backup for the Executive Assistant.

15% Other Governance Duties:
  • Maintains Governance web pages, including posting minutes of standing committees/boards and items pending before the University or Faculty Senate.
  • Updates documents after approval of amendments working with the policy office.
  • Provides support for the Staff Senate by updating web pages, facilitating Staff Senate Elections, archiving documents, preparing information regarding yearly Staff Senate committee preferences, sending emails, etc.
  • After approval of amendments, coordinates with the policy office, to ensure the appropriate documents are updated.
  • Updates and monitors email and membership lists for SenEx, FacEx, University Senate, Faculty Senate, Staff Senate and governance committees.

Required Qualifications

  1. High School diploma/completion of G.E.D. equivalency and four years of office experience OR four years of post-secondary education.
  2. Professional work experience in providing administrative support to an executive, leadership, board of trustees/directors or a complex organization, OR an advanced degree (MA level).
  3. Experience with Microsoft Office products, Zoom and/or related technologies.
  4. Demonstrated work experience requiring attention to detail and strong organizational skills as identified in application materials and quantified through interview and references.
  5. Experience working with confidential and/or sensitive information.

Preferred Qualifications

  1. Experience in updating/maintaining website information.
  2. Experience in working with and interpreting policy, legal statutes, or related field.
  3. Strong written and verbal communication skills as demonstrated through application materials, interview and references.
  4. Experience in or ability to work with a wide range of constituents at various levels of seniority and rank.

Additional Candidate Instructions

A complete application consists of:
  • A cover letter addressing how required qualifications are met
  • Resume
  • 3 Professional References
Incomplete applications will not be considered.

Application review begins August 10th and will continue until a qualified pool of candidates has been identified.

Contact Information to Applicants

Jill Hummels

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Posting Information
Posting ID:
University Governance
Primary Campus:
University of Kansas Lawrence Campus
Work Location Assignment:
Employee Class:
U-Unclassified Professional Staff
Application Review Begins: