Administrative Associate
Position Overview
This position is a full time position serving the School of Architecture and Design at the University of Kansas. This position is responsible for critical support of the Chair of Architecture, managing multiple administrative duties and supporting the operational demands of the department.
This position will also provide administrative assistance to the Assistant Chair and the Director of M.A. and Ph.D. Programs.
This position will also provide administrative assistance to the Assistant Chair and the Director of M.A. and Ph.D. Programs.
Job Description
Administrative Support for the Chair, Associate Chair (65%):
Administrative Support for the Director of Interior Architecture Program (10%):
Administrative Support for the Director of MA/PhD Programs (10%):
Other Responsibilities (15%):
- Serves as the primary contact for Architecture Department. Maintains the calendars of the department and the chair. Provides clerical support including preparing materials for departmental meetings.
- Maintains faculty and departmental files.
- Assists with organizing the fifth-year option programs, managing the application and selection process, and providing information regarding results to students.
- Provides guidance for the students’ fifth year studio enrollment.
- Provides departmental information upon request for School and departmental publications, communications, and updates on the School’s website.
- Assists with departmental personnel and guest travel accommodations and any departmental purchases.
- Coordinates faculty searches for the department (schedule all activities, collect faculty feedback for Chair and committee).
- Coordinates and support department celebrations and student organization events.
- Helps to coordinate the Architecture Portfolio Review.
- Manages internal, departmental projects that support operational and/or administrative processes.
- Assists with coordination of Architecture studios—keys, access, setup, other duties as needed.
- Assists the department with the organization and implementation of an annual lectures and exhibits program, including departmental personnel and guest travel accommodations.
- Assists with departmental purchases.
- Manages internal, departmental projects that support operational and/or administrative processes.
- Helps to coordinate the Architecture Portfolio Review.
- Coordinates and supports department celebrations and student organization events.
- Provides departmental information upon request for School and departmental publications, communications, and updates on the school’s website.
- Assists the chair in gathering information, and preparing written statements, summaries or other descriptions relevant to the Architecture degree programs that are shared with audiences inside, and outside the Department, including advisory boards, and NAAB.
Administrative Support for the Director of Interior Architecture Program (10%):
- Manages all aspects of Interior Architecture students’ orientation.
- Assists the Director of Interior Architecture Program with administrative tasks, including coordinating program meetings, providing support for accreditation visits and reports, maintaining program records and files, and supporting internal and external communications of the program.
- Assists the Director with annual degree assessment.
- Manages all aspects of Interior Architecture students’ orientation.
- Manages all aspects of coordination of board meetings, professional reviews and IA student activities.
- Assists the director with the development and implementation of School level policies procedures, and guidelines related to the IA Program.
Administrative Support for the Director of MA/PhD Programs (10%):
- Prepares materials for program meetings.
- Supports and coordinates with Graduate Studies and the School regarding graduate admission and placement.
- Assists with scheduling of all dissertation and thesis defenses and examinations, and public announcements.
- Coordinates the electronic thesis and dissertation (ETD).
- Provides assistance with the annual evaluations of students, progress to degree reports and student records.
- Assists with reporting for the school’s graduate division, and coordinates the collection of data for the Graduate Learning Outcomes Report.
- Maintains graduate faculty information and privileges for new graduate faculty members.
Other Responsibilities (15%):
- Performs other duties in support of the mission of the School of Architecture and Design, as needed.
- Assist with administrative duties of School Administrators.
- Helps with front desk and Dean's Suite duties.
Position Requirements
On-Site
Required Qualifications
- High School diploma/GED and 2 years of office experience OR Two (2) years of post-secondary education
- Excellent written, verbal and emotional intelligence communication skills as evidenced by application materials and demonstrated in interview process
Preferred Qualifications
- Bachelor’s Degree from an accredited institution
- Work experience that required use of Word, Excel, Outlook, and database software
- Experience in providing administrative support in an office setting
- Experience in work settings with diverse groups and/or individuals
- Work experience requiring a high level of organization
- Strong customer service skills and/or experience
- Experience managing multiple projects, coordination of events/activities, or arranging travel related activities
Additional Candidate Instructions
A complete application includes:
Only complete applications will be considered.
- Cover letter addressing how you meet the required and preferred qualifications
- Resume
- Contact information for three professional references (including at least one previous or current supervisor)
- Completion of the online application
Only complete applications will be considered.
- Application review begins Monday, September 25th, 2023, and continues until a qualified pool of applicants is identified.
Contact Information to Applicants
Advertised Salary Range
$40,000-$45,000
Work Schedule
Monday - Friday 8a.m. - 5p.m.
Application Review Begins
Monday September 25, 2023
Anticipated Start Date
Monday October 30, 2023