Administrative Assistant

Position Overview

The administrative assistant oversees customer service and front desk functions for the Centers for Orientation and Academic Advising Programs in its service to undergraduate students at the University of Kansas. The administrative assistant is responsible for management and reception of front desk operations, providing administrative support for students completing the orientation registration process, and coordination and oversight of academic advising appointment scheduling and appointment/drop-in services. This position must adhere strictly to guidelines protecting students’ right to privacy and federal rules on student records. This position requires an individual who can work with a range of information and respond to diverse inquiries from students, families, faculty, and staff in a professional and courteous manner. The administrative assistant is responsible for coordination of front desk coverage, trains and supervises student staff, and provides logistical support for meetings and activities when necessary. This position reports to the Office Manager for the Centers for Orientation and Academic Advising Programs.

The Centers for Orientation and Academic Advising Programs (COAAP) is comprised of the Center for Orientation and Transition Programs and Jayhawk Academic Advising. COAAP is a unit within Academic Success. Academic Success is a comprehensive student service unit at the University of Kansas.

The University of Kansas offers great benefits to employees with up to 176 hours of paid vacation per year, 96 hours of sick leave earned per year, 9 paid holidays plus one discretionary day, a great retirement program, medical and dental insurance, life and disability insurance, other benefit plan options and state of Kansas discounts offered by various vendors. The University of Kansas also offers employees educational opportunities and is a great place to work!

About Lawrence, KS

The University of Kansas is located in Lawrence, a community of about 95,000. Only 35 miles west of Kansas City and 20 miles east of Topeka, you will never be far from barbecue, jazz, museum culture, and more. Lawrence has a lively downtown and a thriving arts and music scene, and its local government has enacted ordinances supporting equality for all members of its population. Lawrence locals covet the numerous sports and recreational opportunities, local shops, and a wide range of locally-owned restaurants.

Job Description

60% General Office Support
  • Coordinates daily functioning and workflow of the Centers for Orientation and Academic Advising Programs reception areas.
  • Provide reception and front-line service for COAAP responding to student, parent, faculty, staff, and community needs.
  • Provide administrative support for students registering for orientation.
  • Oversee the academic advising schedule process and appointment check-in.
  • Train and supervise student assistants to ensure accurate dissemination of information and consistent quality of customer care.
  • Coordinate staff scheduling and communication for personnel unable to execute academic advising responsibilities due to absences, time conflicts, late arrivals, or other extenuating circumstances.
  • Oversee daily office routine including responding to email inquiries, coordinating campus and federal mail, managing supplies, and facilities requests.
30% Student management/supervision
  • Approves payable time for student assistants.
  • Assigns tasks to student assistants and coordinates and confirms front desk coverage and schedule. Launch the student assistant hiring process.
  • Prepares and maintains student assistant training modules, office resources, and evaluation tools. Assist with event preparation and prepare materials for meetings and programming, if needed.
  • Oversee filing systems for quick access to information.
10% Other duties as assigned
  • Provide search committee administrative support.
  • Participate in university committees as requested or called upon by supervisor.
  • Update office bulletin boards and signage.
  • Assist office manager as needed.

Position Requirements

  1. This position requires working on-site.

Required Qualifications

  1. High school diploma/GED PLUS *one (1) year of office experience. *One (1) year of post-secondary education may be substituted for the office experience.
  2. Experience using the Microsoft Office Suite.
  3. Excellent written communication skills, as evidenced by application materials.
  4. Customer service experience.

Preferred Qualifications

  1. Experience working with students, faculty, & staff.
  2. Experience communicating policies and procedures over the phone, in-person, and in writing.
  3. Experience handling multiple tasks and meeting deadlines in a fast-paced environment.
  4. Experience working independently and on a team.

Additional Candidate Instructions

A Complete application includes:

1. Resume.
2. Cover letter addressing how the required and preferred qualifications are met.
3. Contact information for three (3) professional references.
4. Completion of the online application.
  • Application review begins Tuesday, May 30, 2023 and continues until a pool of qualified applicants is identified.

Contact Information to Applicants

Leslie Wilson

Advertised Salary Range

$36,750 - $38,500, final determination commensurate with experience

Work Schedule

Monday-Friday, 8:00 AM to 5:00 PM

Application Review Begins

Tuesday May 30, 2023

Anticipated Start Date

Monday July 17, 2023

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Posting Information

  • Posting ID:  25199BR
  • Department:  Ctr Orientation Transition Prg
  • Primary Campus:  University of Kansas Lawrence Campus
  • Assignment:  On-Site
  • Reg/Temp:  Regular
  • Employee Class:  U-Unclassified Professional Staff
  • Review Begins:  30-May-2023

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