Temporary Executive Associate

University of Kansas, United States

Updated: 4 days ago
Location: Lawrence, KANSAS

27881BR

Academic Affairs


Position Overview

This position serves as the temporary executive associate to the Senior Vice Provost for Academic Affairs & Graduate Studies (SVPAAGS) and provides project and administrative support for the SVPAAGS as well as the Assistant Vice Provost for Academic Affairs, the Assistant Vice Provost for Academic Operations and Accreditation, and the Director of University Assessment. It is the position responsible for the principal coordination of executive level activities. The position has primary responsibility for analysis and management of internal and external documents, communications, and relations with a variety of university constituencies. Information handled in this position is often sensitive, complex, and confidential. Courtesy, tact, patience, and discretion are required. All communications must be appropriately bridged between the Senior Vice Provost and numerous constituencies.


Job Description

Administrative Support (80%):
Temporary Executive Associate:

  • Serve as central point of contact for dissemination of communication and outreach efforts on behalf of the Senior Vice Provost, Assistant Vice Provost’s, and Director.
  • Manage executive calendar coordinating with internal and external partners including but not limited to scheduling or rescheduling meetings, conference calls, and on-site visits. Prepare professional and accurate correspondence as required. 
  • Assist the Senior Vice Provost in staying on schedule, organized, and responding to requests in a timely and professional manner. 
  • Follow-up on pending requests or when details of a meeting are incomplete.
  • Manage any last-minute changes or cancellations. 
  • Manage travel arrangements for the Senior Vice Provost, Assistant Vice Provost’s, and Director.
  • Maintain efficient filing systems of documents and records following university and government guidelines and requirements.
  • Schedule Academic Affairs, Academic Program Coordinating Committee, the CIM User Advisory Group, and the Academic Operations Committee meetings, prepare agendas, reserve meeting locations, coordinate meeting technology, secure presenters, and distribute meeting information to members. 
  • Attending meetings, take meeting minutes and tracking action items as needed. 

Other duties as assigned (20%):

  • Additional duties as necessary to provide support for Academic Affairs and Graduate Studies

Position Requirements

This position will work on-campus; Monday thru Friday 8 a.m. to 5 p.m.


Required Qualifications

  • Bachelor's degree with 7 years of experience of office experience, including experience in an executive office OR High School diploma/GED equivalency and 10 years of office experience, including experience in an executive office.
  • Experience using scheduling software, including Microsoft Outlook, Zoom, and Microsoft Teams.
  • Experience using Word, PowerPoint, and Excel
  • Experience editing and writing professional office correspondence, as demonstrated by at least two (2) years of related experience.
  • Minimum one (1) year of experience working in an environment that required planning, organizing, and meeting deadlines
  • Minimum one (1) year of experience handling sensitive and confidential material and information.

    • Preferred Qualifications

  • Excellent interpersonal and oral communication skills, as demonstrated by interview and application materials. 
  • Experience working with diverse populations. 
  • Experience with student services theory and practice or related experience in a student affairs/student services office. 
  • Experience working independently with minimal supervision. 
  • Prior work experience that required being detail oriented. 
  • Prior experience/knowledge of the University of Kansas structure, organization, and administration procedures. 

    • Contact Information to Applicants

    Cari Alfers
    [email protected]


    Additional Candidate Instruction

    Please apply online with a resume, cover letter and a list of 3 professional references.

    The first review of applicants will begin June 3 and will continue until a pool of qualified applicants is obtained.


    Advertised Salary Range

    $25.00 to $30.00 an hour


    Application Review Begins

    28-May-2024


    Anticipated Start Date

    08-Jul-2024


    Primary Campus

    University of Kansas Lawrence Campus


    Employee Class

    U-Unclassified Professional Staff


    Work Location Assignment

    On-Site


    Disclaimer

    The University of Kansas prohibits discrimination on the basis of race, color, ethnicity, religion, sex, national origin, age, ancestry, disability, status as a veteran, sexual orientation, marital status, parental status, gender identity, gender expression, and genetic information in the university's programs and activities. Retaliation is also prohibited by university policy. The following person has been designated to handle inquiries regarding the nondiscrimination policies and is the Title IX coordinator for all KU and KUMC campuses: Associate Vice Chancellor for Civil Rights and Title IX, [email protected], Room 1082, Dole Human Development Center, 1000 Sunnyside Avenue, Lawrence, KS 66045, 785-864-6414, 711 TTY.


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