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%)
Registrar Support (25%)
General Office Reception (15%)
Manage Candidate Database (10%)
Recruiting Support (10%)
General Administrative Support, Special Projects and Other (10%)
- 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
- 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
- Associates or Bachelor's degree
- Strong organizational skills and the ability to handle and prioritize multiple tasks as evidenced by application materials.
- Experience communicating effectively with diverse groups, including prospective/current students, faculty, and staff in a university/college setting.
- Experience working in higher education
- 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
785-864-9081
Sybil.r.gibbs@ku.edu
785-864-9081
Sybil.r.gibbs@ku.edu
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