Administrative Associate - 12358BR

Administrative Associate

Chemical & Petroleum Engr
University of Kansas - Lawrence
Employee Class: 
U-Unclassified Professional Staff

Position Overview

Responsible for providing administrative support to Department Chair, Associate Chair, Program Directors, Faculty, and professional staff. Assists in all aspects of student programs within the department (from initial contact with prospective students to completion of degree programs).

Job Description

Reception 30% - Serve as receptionist for the department, to include answer telephones, relay messages, provide assistance and information to faculty, staff, students, and visitors. Post, receive, sort and distribute all department mail including receive and process incoming packages. Maintain the reception area as an attractive and welcoming professional environment.

Administrative Support 30% - Manage the Chair’s schedule, appointments, meetings, and incoming mail and directing inquiries. Minute taking to include faculty meetings, advisory board meetings, departmental committee meetings. Prepare and edit minutes, reports and spreadsheets as directed by department chair or associate chair. Provide administrative support to faculty, to the CPE accountant and to the CPE Academic Advisor which will include copying and scanning notes, exams, documents, coordinating time and venue of meetings. Coordinate the scheduling of department meeting rooms. Plan, schedule, implement and track budgets for yearly events to include Advisory Board meetings, awards banquet, faculty retreats, holiday luncheons, and other departmental events. Coordinate donor relations records, contributions, and acknowledgments. Organization of faculty candidate visits.

General Office Duties 30% - Prepare and update departmental contacts and calendar of events. Assists to direct the work and work schedule of student assistants. Maintains office supply orders and inventory. Monitor copy machine and department printers to be operational and contact vendors when maintenance is required. Maintain an auditable department key log, monitoring check in/out of department keys. Assists with making travel accommodations for faculty and students, uses business procurement card, assists in collecting receipts and authorization for reimbursements. Manages equipment inventory records for the department and manages the CPE portion of the university WebSpace system. Performs other duties as assigned.

Undergraduate Student Records 10% - Coordinate instructor teaching evaluations. Maintain ABET (Accreditation Board for Engineering and Technology) files as directed by faculty ABET coordinators and the Chair of the CPE ABET Committee. ABET files include course books with current syllabi, record of course changes, instructor changes, filing of minutes, and exit interview data. Ensure that ABET course evaluations are submitted and updated by faculty.

Required Qualifications

  1. High School diploma or GED equivalency and two years of office experience OR two years of post-secondary education.
  2. Competence in the writing and organization of minutes of meetings as evidenced by application materials.

Preferred Qualifications

  1. Associates Degree
  2. Three years of experience in skilled clerical, accounting, auditing and/or administrative support work including one year of experience with basic computer systems.
  3. Five years office experience in an institution of higher education
  4. Competency in the use of MS Office, including Word, Excel & Outlook and other related computer software such as Doodle.
  5. General knowledge of University policies and procedures concerning student matters
  6. General knowledge of time and leave procedures
  7. Strong organizational skills
  8. Ability to prioritize to meet deadlines
  9. Strong attention to detail

Additional Candidate Instructions

A complete application will include a Resume/CV, Three professional references, and Cover Letter explaining how your qualifications for this position.

Only complete applications will be considered.

Deadline to apply is Sunday July 22, 2018. Application review begins July 23, 2018.

Contact Information to Applicants

Karen Nordheden

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Posting Information
Posting ID:
Chemical & Petroleum Engr
University of Kansas - Lawrence
Employee Class:
U-Unclassified Professional Staff
Application Review Begins:
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