Administrative Associate - 22300BR

Administrative Associate

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

Position Overview

The Administrative Associate will primarily assist the Associate Director of Undergraduate Biology with additional support for the Directors of Undergraduate Biology. The Administrative Associate will be supervised by the Associate Director of Undergraduate Biology.

Job Description

50% Program Management –
  • Provide general assistance and support with walk-in requests from faculty and staff associated with Undergraduate Biology, Ecology and Evolutionary Biology, and Molecular Biosciences.
  • Schedule meetings and visits for the Directors and Associate Director.
  • Provide support for advisors and student scheduling; provide a welcoming environment and reception for students visiting the office, verify student appointments and introductions to appropriate advisor.
  • Assist with scheduling BIOL courses and enters updates in Enroll & Pay via Green Scheduling, which entails entering assignments for approximately 150 courses offered by the department. Coordinate with other departments on campus to properly schedule combined classes. Makes all necessary changes through Enroll and Pay. Prepares all timetable forms for late add courses. Schedules all special (evening) exams. Coordinates and prepares special requests for auditoria. Updates instructors each semester to include 300+ Graduate Teaching Assistants for all labs and large lectures.
  • Schedules rooms for courses to include lab meetings, departmental meetings, office-hours for TA’s, PLUS sessions, review sessions for courses and special programs. Maintains the room calendars for Undergraduate Biology conference rooms and the BioCenter.
  • Coordinates preparation of course electronic evaluations (over 300 courses/semester) for all BIOL courses through CODL. Disseminates scored evaluations and comments to departments/faculty/teaching assistants as appropriate; maintains database of all past evaluation reports.
  • Coordinate and schedule all prospective student advising appointments for all of biological sciences, over 250/year. Prepares informational packets for visiting students (packets include copies of UGB brochure, degree sheets, course descriptions, website information, and other relevant material).
  • Assist the Awards and Scholarship committee with scheduling meetings, taking minutes, coordinating scholarship applications, and notifying recipients.
  • Assist co-directors and associate director with departmental-wide communications to faculty, staff, and students
  • Prepare weekly enrollment updates to directors and associate directors during enrollment periods

30% Event Planning –
  • Assist with planning and coordinating logistical tasks for Career Night in conjunction with University Career Center.
  • Assist with planning, managing and coordinating the annual Graduation Recognition Ceremony. Facilitates the communication components (e.g. letters to graduating seniors and program books). Provide on-site coordination for the event one weekend per year.
  • Coordinates activities for the Honors Committee; maintains database of UGB students intending to graduate with Honors; provides copy of intent form to College Academic and Student Services (CASS); plans/schedule Honors Symposium; collects and disseminates students Honor’s Thesis; submits “approval” to CASS.
  • Assist with management of Alumni Board and Fundraising including; the Alumni Board calendar, Alumni Board newsletters and communications, production of brochures and advertising copy for the departments; plan and coordinate events (all logistics: room reservations, itinerary planning, presenter logistics, scheduling, RSVP’s, and communications) associated with Alumni Board meetings; attend Alumni Board events to provide support, including pre-and post-event support.

20% Office Management –
  • Main receptionist for Biological Sciences.
  • Checks building keys in/out for MB, EEB, and UGB personnel; maintains database of all key inventory and issuance. Associated key related tasks include: collecting key deposit payments, depositing money in the key account, processing key deposit refunds, ordering keys as needed, and providing reports of checked-out keys to faculty or other personnel upon request. May delegate tasks as appropriate to student assistants.
  • Maintains database software for outside access to the building during nights and weekends or other times the building is secure. This also requires updating the 3 locks on the outside access to the building.
  • Process incoming/outgoing mail; copy course syllabi/exams/handouts for UGB, MB, and EEB; post announcements of interest to students on bulletin boards in building. May delegate tasks as appropriate to student assistants.
  • Answer incoming calls for the UGB department. Provide information on enrollment, advising and general information. May delegate tasks as appropriate to student assistants.
  • Monitors email accounts for KU Biology KU Undergraduate Biology, and Biology Scholarships.
  • Supervise and train student hourly employees. This supervision includes providing training for their role in reception, mail processing, copying, answering phones, and any other tasks being delegated.
  • Serve as a back-up point of contact for building maintenance requests during normal work hours.
  • Carry out special projects as requested by the UGB Directors or by the UGB Associate Director.

Required Qualifications

  1. High School Diploma or GED equivalency and two years of office experience or Bachelor’s degree.
  2. Excellent written communications skills as demonstrated by resume and cover letter.
  3. Demonstrated proficiency with computer software operations using Microsoft programs (e.g. Outlook, Word, Excel,) publication software, software for editing photographs, and handling of mailing lists and mail merge letters.
  4. Minimum one year of experience that required working independently with minimal supervision.

Preferred Qualifications

  1. Familiarity with College and University procedures and policies relevant to academic and research activities and rules.
  2. Demonstrated experience displaying initiative and effectiveness with problem solving.
  3. Experience working on a college campus especially with faculty, staff, and students.
  4. At least one year of experience working in an environment that required strong interpersonal communication skills with a diverse group of people.
  5. Experience working on multiple projects and arranging daily schedules to ensure that the most important items were finished when required, as evidenced by cover letter and work history.
  6. At least one year of experience working in an environment requiring organizational and calendaring skills, including anticipating ongoing assignments and duties that were of reoccurring nature.

Additional Candidate Instructions

A complete online application requires:
  1. Current resume;
  2. Cover letter;
  3. Complete contact information for three professional references.

Application review begins on June 13, 2022, and will continue until a pool of qualified applicants is collected. To ensure priority consideration, apply before the review date.

Contact Information to Applicants

Lindsey Deaver, Associate Director

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