Administrative Associate
Position Overview
The William Allen White School of Journalism and Mass Communications seeks an administrative associate to join our dynamic, flourishing, and congenial workplace. We seek an associate who is a fast learner, provides excellent customer service, excels in decision making, and takes the initiative to help where needed. This person works closely with and supports the dean’s executive associate, and the hospitality and communications coordinators to support aspects of running a well-organized operation. The ideal candidate is efficient, detail-oriented, friendly, conducts themself in a courteous manner, presents a positive and professional image, and enjoys being part of a team environment.
KU’s excellence is a result of the rich tapestry of experiences, perspectives, and backgrounds of our faculty, staff, students, and colleagues from across our nation and the globe. At KU, we invest in continuous learning and growth by creating a climate where people engage in respectful dialogue and debate and support each other’s success. We foster a culture of care where each person is seen, heard and valued. When people feel a true sense of belonging, we believe they are better able to reach their full potential and achieve remarkable things. The successful candidate must be eligible to work in the U.S. by the effective date of the appointment.
KU’s excellence is a result of the rich tapestry of experiences, perspectives, and backgrounds of our faculty, staff, students, and colleagues from across our nation and the globe. At KU, we invest in continuous learning and growth by creating a climate where people engage in respectful dialogue and debate and support each other’s success. We foster a culture of care where each person is seen, heard and valued. When people feel a true sense of belonging, we believe they are better able to reach their full potential and achieve remarkable things. The successful candidate must be eligible to work in the U.S. by the effective date of the appointment.
Job Description
75% - Administrative and Operations Support
20% - Development and Communications Support
5% - Other Duties as Assigned
- Provides support for the academic concentration chairs to include arranging meetings. preparing materials, and reserving conference rooms.
- Assists academic concentration chairs and personnel with travel accommodations, expenses, and reimbursements.
- Liaison with Human Resources to ensure position descriptions are timely and accurate and that policies are followed.
- Assists in the coordination and provides support for school and academic events and activities.
- Drafts and edits letters, reports, and other documents for support in the Dean’s Office.
- Works with KU Procurement for school expenses, concentration purchases, and ordering office supplies.
- Manages student travel arrangements and expenses and serves as their primary contact.
- Provides search committee support and travel arrangements for candidate visits, including scheduling and itinerary events.
- Manages requests for conference rooms and classroom reservations.
- Serves as the primary contact for the KU Facilities maintenance requests and organization of our faculty offices and classrooms in the Dole Center building.
- Helps with front desk and Dean’s Office duties. Performs other duties related to the mission of the William Allen White School of Journalism and Mass Communications.
20% - Development and Communications Support
- Produces donor letters and other recognition and distributes in a timely manner.
- Manages and coordinates the collection and distribution of scholarship student thank you letters.
- Coordinates with the dean and KU Endowment to advance donor relations.
- Coordinates guest relations for visitors to classes and other events.
- Assists the communications coordinator with School publications, communications, and updates on the school’s website.
5% - Other Duties as Assigned
Required Qualifications
- High school diploma or GED equivalency AND two years of office experience or two years of post-secondary education.
- Two years of customer service experience.
- One year experience utilizing MS Office and general computer skills.
Preferred Qualifications
- Flexibility, strong interpersonal skills, ability to work as part of a team, as well as independently as evidenced by application materials.
- Demonstrated organizational skills and attention to detail evidenced by prior work experience.
- Strong problem-solving skills evidenced by prior work experience.
- Excellent verbal and written communication skills as evidenced by application materials and interview process.
- Experience working with sensitive information with discretion to maintain confidentiality and security.
- Experience that required the ability to meet deadlines and adapt to changing priorities.
- Experience supporting an executive-level position or in higher education.
- Thorough knowledge of the structure, policies and procedures of KU.
- Experience with event planning.
- Knowledge of Adobe products for creating and editing documents.
- Knowledge of software programs used at KU: FITC, Concur, Maximo, 25Live, and Zoom.
- Experience with basic accounting.
Additional Candidate Instructions
In addition to the online application, the following documents are required to be considered for this position:
- Cover letter addressing how you meet the required and preferred qualifications
- Resume
- Contact information for three professional references
Contact Information to Applicants
Suzanne DePardo
suzydepardo@ku.edu
suzydepardo@ku.edu
Advertised Salary Range
$40,000 - $48,000
Work Schedule
M-F 8-5
Application Review Begins
Monday October 7, 2024
Anticipated Start Date
Monday November 4, 2024