Administrative Assistant

Position Overview

This position provides general office and administrative support for the Office of Admissions and the Registrar. This includes greeting visitors, answering phones, making copies, handling specific tasks for both the Registrar and Admissions, and providing general office support as needed. This is full-time, regular, UPS position.

Job Description

Admissions Support (30%)
  • Assist admissions staff with all projects; manage applications using the UNITE database system
  • Prepare electronic files for applications submitted to the School of Law
  • Enter and/or verify accuracy of applicant information in relevant data management systems, including PeopleSoft
  • Update applicant files as new materials arrive
  • Communicate with applicants about required materials, application status, admission decision, scholarship offers, residency status, KUID number, and seat deposit receipt
  • Communicate with various university offices, including the University Registrar
  • Organize and make application files available to faculty and staff

Registrar Support (25%)
  • Provide general administrative support to the Law School Registrar including filing, copying and archiving files and data entry
  • Other specific duties include creating exams sign-up sheets, creating student mail files, processing rule 715 paperwork for 2L students, responding to questions and providing information about student services policies and procedures, creating enrollment charts, tracking student certificate requirements, serving as a backup for Good Standing Letters and Bar certifications, entering CALI awards, and assisting with registrar and student services special projects.

General Office Reception (15%)
  • Provide welcome reception to visitors, faculty, staff, and students to the Office of Admissions and the Office of the Registrar
  • Respond to inquiries by all constituencies through phone, email, in person, and written correspondence
  • Process mail and prepare mail for delivery
  • Monitor office supplies and order as necessary

Manage Candidate Database (10%)
  • Manage candidate database by entering information from data collected from prospective students
  • Perform candidate searches through database
  • Communicate with prospective students

Recruiting Support (10%)
  • Assist with Student Ambassador Program and with all visits for prospective students
  • Create visit schedule, making sure all parts are accounted for, gives tours, and meets with students when ambassadors are unavailable
  • Manage national recruiting schedule, including registering recruiters for events, ensuring prompt delivery of materials, and serving as departmental contact
  • Help facilitate visits to the School of Law by prospective students
  • Assist in organizing and hosting School of Law events, including open houses

General Administrative Support, Special Projects and Other (10%)
  • Provide general administrative office support for both Admissions and the Registrar’s Office
  • Assist with planning and coordination open houses, admitted students’ events, and entering student events
  • Performs other administrative duties and special projects as assigned

Required Qualifications

  1. High School diploma or GED equivalency and one year of office experience. One year of post-secondary education can be substituted for one year of office experience.

Preferred Qualifications

  1. Associates or Bachelor's degree
  2. Strong organizational skills and the ability to handle and prioritize multiple tasks as evidenced by application materials.
  3. Experience communicating effectively with diverse groups, including prospective/current students, faculty, and staff in a university/college setting.
  4. Experience working in higher education
  5. Experience with basic computer systems and software.

Additional Candidate Instructions

Complete and submit the online application. Include a cover letter, resume and the names/contact information for three professional references.
  • Initial application review begins Monday, September 25, 2023 and will continue until a pool of qualified applicants is received.

Contact Information to Applicants

Sybil Gibbs

Advertised Salary Range

$30,000 - $41,452.790; commensurate with experience

Work Schedule

M-F; 8am-5pm

Application Review Begins

Monday September 25, 2023

Anticipated Start Date

Monday October 2, 2023

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Posting Information

  • Posting ID:  26194BR
  • Department:  Law Administration
  • Primary Campus:  University of Kansas Lawrence Campus
  • Assignment:  On-Site
  • Reg/Temp:  Regular
  • Employee Class:  U-Unclassified Professional Staff
  • Review Begins:  25-Sep-2023

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