Administrative Associate
Position Overview
This position has split responsibility for providing administrative support in the Certification Program and supporting the fire and emergency services instructional program delivery of Kansas Fire & Rescue Training Institute. This position will assist with critical components of the Certification Program such as grading, processing certifications, and entering data into the records management system. This position will also assist with preparing training course materials, training and event documentation, awarding credentials for successful completion of programs, and completing the appropriate steps to pay and reimburse instructors. As a State Fire Training organization and the State Certification Entity for Kansas, Kansas Fire & Rescue Training Institute (KFRTI) is expected to help lead change in the fire service through training and credentialing, including National Certification. Employees of KFRTI must demonstrate a customer-friendly attitude, flexibility, and a strong desire to help the Kansas fire service as well as continue to improve their own training and education.
The Kansas Fire & Rescue Training Institute is a unit of KU’s Jayhawk Global, housed on the Lawrence campus. The Institute was created by the Kansas legislature to train Kansas firefighters in 1949. The Institute serves fire departments and firefighters through a “traveling instruction service” that provides 500 training events per year potentially reaching every community and every county in Kansas.
The mission of Kansas Fire & Rescue Training Institute is to Provide accessible, innovative, and science and data-driven training and credentialing for fire and emergency services personnel to improve the health and safety of our communities.
This position reports to the Assistant Director of Operations and Accreditation
The Kansas Fire & Rescue Training Institute is a unit of KU’s Jayhawk Global, housed on the Lawrence campus. The Institute was created by the Kansas legislature to train Kansas firefighters in 1949. The Institute serves fire departments and firefighters through a “traveling instruction service” that provides 500 training events per year potentially reaching every community and every county in Kansas.
The mission of Kansas Fire & Rescue Training Institute is to Provide accessible, innovative, and science and data-driven training and credentialing for fire and emergency services personnel to improve the health and safety of our communities.
This position reports to the Assistant Director of Operations and Accreditation
Job Description
45% Provide Support for Certification Program Management
- Assist with the management of national certification other credentialing programs offered through Kansas Fire & Rescue Training Institute.
- Represent the Institute and the University in all functions of this job in a professional, respectful, and customer-friendly manner.
- Perform Certification program intake, processing, and recordkeeping.
- Follow and apply purchasing/payments policies as well as unit-based policies regarding payments, cancellations, and refunds.
- Verify and process payment and travel reimbursement for evaluators and coordinators using existing policies and procedures.
- Understand and maintain confidentiality of student information.
- Review for and coordinate the correction of incorrect or incomplete exam documentation with instructors/evaluators and exam coordinators.
- Enter exam results into the Lifelong & Professional Education registration system (Enrole) and issue National Certifications, when process is completed, to individual candidates. This process includes data generated from the electronic scoring of exams listed in the next section of this position description.
- Understand and use KFRTI’s software, including PAR testing systems.
- Create/prepare and mail individual Certification Exam Reports for certification candidates using the data produced by the PAR Score program (or other software provided).
- Answer and resolve customer inquiries with regard to course offerings, registration, certification, and payment.
- Answer customer questions regarding policies and procedures, research customer questions or concerns when necessary.
- Escalate customer concerns to the appropriate person when needed.
- Work with customers to solve problems and provide solutions to their needs.
- Verify and process payment and travel reimbursement for instructors, managers, and coordinators.
- Use a web-based registration systems to process program registrations.
- Apply payments and create receipts or invoices.
- Understand and adhere to payment card protocols, track and maintain security of all received payments.
- Follow and apply purchasing/payment policies regarding payments, cancellations, and refunds.
- Provide customer service assistance with learning management system (Enrole, Blackboard or Canvas) registrations.
- Maintain confidentiality of student information.
- Keep databases free of duplicate records.
- Review the accuracy of course documentation provided by course instructors. Coordinate the correction of documentation if incorrect or incomplete.
- Answering and responding to incoming phone calls and email.
- Complete special projects, reports, or other duties as directed by Supervisor and/or Director.
- Provide direction for student employees functioning in a support role.
Position Requirements
A limited amount of in-state travel may be required of this position. The purpose of this travel is to provide on-site support for conferences and fire schools offered throughout Kansas. Anticipated travel requirements are estimated to be less than <10% of job responsibilities and functions per year.
Required Qualifications
- High school diploma or GED equivalency.
- Four years of office experience or four years of post-secondary education.
- Two years of customer service experience.
- Excellent written communication skills as demonstrated by application materials.
- Two years demonstrated experience operating Microsoft software applications, including Outlook, Word, and Excel.
Preferred Qualifications
- Multiple years of experience working in a similar role in a publicly funded organization.
- Demonstrated experience working with a computer-based database system.
- Experience working in a state governmental organization.
Additional Candidate Instructions
In addition to the online application, the following documents are required to be considered for this position:
Only complete applications will be considered.
Application review begins January 15, 2025 and will continue until a qualified pool of applicants has been identified.
- Cover letter describing how you meet the required and preferred qualifications.
- Resume
- List of three (3) professional references
Only complete applications will be considered.
Application review begins January 15, 2025 and will continue until a qualified pool of applicants has been identified.
Contact Information to Applicants
Joliene Lummis
jlummis@ku.edu
785-864-9188
jlummis@ku.edu
785-864-9188
Advertised Salary Range
40,000
Work Schedule
M-F 8am to 5pm
Application Review Begins
Wednesday January 15, 2025
Anticipated Start Date
Monday February 3, 2025