Administrative Associate - 22110BR

Administrative Associate

Department: 
College of Liberal Arts & Sci
Location/Division: 
University of Kansas Lawrence Campus
Work Location Assignment: 
Hybrid
Reg/Temp: 
Regular
Employee Class: 
U-Unclassified Professional Staff

Position Overview

The administrative associate is an unclassified, nonexempt position in the Office of the Dean of the College of Liberal Arts and Sciences (the College) and provides administrative support for the Business Manager and two .75 FTE Associate Deans as the Office of the Dean. This position also assists with support for the College Dean’s Office diversity, equity, inclusion and belonging initiatives.

The ideal candidate is someone who has strong attention to detail, can track multiple projects at once, and is comfortable interacting and providing resources for department chairs, directors, and faculty. The Business Manager will supervise this position.

Job Description

30% Project management for Research Excellence Initiative (REI) and Graduate Research Fund (GRF)
  • Manage REI and GRF including sending out notices of applications, tracking applications, working with committees to select candidates, and notifying candidates of outcomes of awards
  • Coordination of research engagement events designed to assist faculty in expanding their research engagement such as grant writing workshops
  • Assist in draft letters of support for fellowships and grants
30% Administrative Support for Associate Deans
  • Schedule meetings and travel for Associate Deans
  • Provide meeting and event coordination including scheduling rooms, tracking participants, and ordering hospitality
  • Provide a point of first contact for faculty, staff, or students who contact the office seeking Associate Dean support Liaison to the budget office, handling reimbursements and purchases
  • Attend occasional meetings on behalf of the Associate Deans
  • Prepare materials or briefing documents for Associate Deans when necessary

20% Administrative Support for Academic Affairs/Business Manager
  • Maintain accurate and up to date personnel and department files
  • Assists Business Manager in ensuring faculty and instructional appointment processes are organized and well-documented
  • Assist with related projects as necessary

15% Assistance to the Office of the Dean
  • Works collaboratively with the Dean's Office to provide continuous improvement and customer service for students, faculty, and staff in the College, including staffing the REI/GRF and DEIB email accounts for the Dean's Office
  • Contributes to the greater KU community by service on university committees and work groups with a particular focus on DEIB efforts, as approved by supervisor
  • Works closely with counterparts across the University to enhance communications and relationships between offices
5% Other duties as assigned

Required Qualifications

  1. Bachelor's degree as stated in application materials.
  2. At least one year of experience of working in a fast-paced environment that required planning, organizing, and meeting deadlines as indicated in application materials.
  3. Excellent computer skills, including familiarity with scheduling software (Outlook), Microsoft Office (Word, PowerPoint, Excel), and ability to learn web design software Drupal and creative software such as Adobe InDesign, Photoshop, Premier and Captivate as stated in application materials.
  4. Ability to communicate effectively both verbally and in writing to multiple and diverse audiences as indicated in application materials.
  5. Demonstrated ability to remain confidential regarding sensitive situations and files addressed in the office as stated in application materials.
  6. Demonstrated ability to work as a team member as indicated in application materials.

Preferred Qualifications

  1. Ability to work independently on ongoing projects.
  2. Ability to complete assigned tasks in a timely manner; responsible, adaptable, and self-motivated, as indicated by prior work experience and/or references.

Additional Candidate Instructions

A complete application will include a Cover Letter and a Resume. Apply online and submit a letter describing your qualifications for this position before midnight on May 22, 2022. Only complete applications will be considered.

Contact Information to Applicants

Jill Mignacca
jmig@ku.edu

Advertised Salary Range

43,000.00

Work Schedule

Regular
8:00 am to 5:00 pm, Monday through Friday

Application Review Begins

23-May-2022

Anticipated Start Date

06-Jun-2022

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Posting Information
Posting ID:
22110BR
Department:
College of Liberal Arts & Sci
Primary Campus:
University of Kansas Lawrence Campus
Work Location Assignment:
Hybrid
Reg/Temp:
Regular
Employee Class:
U-Unclassified Professional Staff
Application Review Begins:
23-May-2022