Administrative Assistant - Part Time

20016BR

Visual Art

Position Overview

This position will work closely with the Administrative Associate and the Chair in order to provide administrative support and front office coverage. The person in this position will be responsible for maintaining mailing lists and managing departmental email and other communications as needed. They will also be responsible for helping to maintain a well-organized office.

Job Description

65% - Administrative Support

• Handles Admissions Process for undergraduate students, including notifying accepted students, following up on missing materials, and tracking all applicants.
• Assists with document preparation for NASAD and other Departmental and University level reports.
• Tracks check-out of keys, camera equipment, computers, projectors, etc.
• Distributes mail to faculty and graduate students, assists with deliveries and shipping.
• Prepares online course evaluations and reports results to faculty, GTAs, and lecturers.
• Serves as PTTR, P&T, PTR, and Sabbatical department liaison and administrative coordinator in consultation with the Department P&T committees and the Administrative Associate.
• Provides and/or supervises general reception for the department including addressing walk-in traffic of students, faculty, administrators, and the general public.
• Maintains a well-organized environment including facilitation of printers, department equipment, office supplies, etc.
• Assists faculty with administrative forms and paperwork and use of departmental equipment.
• Assists faculty with printing and helps troubleshoot printing problems.

15% - Communication and Department Events Maintains Departmental website and implements changes when needed.

• Manages departmental email account, updates email, and maintains mailing lists for announcements.
• Helps manage calendar for department's conference room(s)/seminar rooms and departmental vehicles.
• Maintains department bulletin boards and announcements, assists with Departmental newsletter and social media as needed.
• Manages communication with donors and alumni, in coordination with Administrative Associate and Chair.
• Manages communication with incoming students and scholarship recipients.

10% - Student Support Serves as liaison for students in resolving issues such as advising, enrollment, deadlines, billing policies, etc.

• Assists students with administrative forms, paperwork, digital portfolios, etc.
• Coordinates logistics for undergraduate recruitment visits and serves as liaison to KU Visitor Center.
• Provides general advising support. Assists undergraduate advisor with tracking information, serves as liaison to Undergraduate Advising; works closely with department Undergraduate Coordinator; assists faculty advisors, etc.
• Assists in preparing orientation and setting recruiting meetings as needed.

10% - Other Duties Other duties as determined by the Chair including but not limited to: Assist with fundraising efforts.

• Attend training and workshops appropriate to furthering campus knowledge and the department mission.

Required Qualifications

• High School Diploma or GED equivalency
• Minimum of 2 years' experience in clerical, academic, or client support
• Prior computer experience including familiarity with Mac and PC platforms, as well as Microsoft Word, Excel, and Outlook or comparable software as evidenced in application material or from previous work experience

Preferred Qualifications

• Experience in HR/Pay, PeopleSoft Financials, Enroll & Pay, DEMIS
• Experience with Drupal 8.
• Experience with MailChimp Previous experience with studio art or an active interest in the arts
• Outgoing personality to engage perspective students
• Strong interpersonal skills with clear communication

Contact Information to Applicants

Sarah Thomas
[email protected]
785-864-2951

Additional Candidate Instruction

A complete application will include a cover letter and a resume or CV. Apply online and attach a letter describing your qualifications for this position along with a list of 3 professional references. Only complete applications will be considered.

Application Deadline:  September 12, 2021

Advertised Salary Range

$16,250-$18,000

Application Review Begins

13-Sep-2021

Anticipated Start Date

27-Sep-2021

Primary Campus

University of Kansas Lawrence Campus

Employee Class

U-Unclassified Professional Staff

Work Schedule

20 hours a week, part-time.
Flexible, to be determined by supervisor and employee.

Job Family

Administrative Support-KUL

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 persons have been designated to handle inquiries regarding the nondiscrimination policies and are the Title IX coordinators for their respective campuses: Director of the Office of Institutional Opportunity and Access, [email protected], Room 1082, Dole Human Development Center, 1000 Sunnyside Avenue, Lawrence, KS 66045, 785-864-6414, 711 TTY 9 for the Lawrence, Edwards, Parsons, Yoder, and Topeka campuses); Director, Equal Opportunity Office, Mail Stop 7004, 4330 Shawnee Mission Parkway, Fairway, KS 66205, 913-588-8011, 711 TTY (for the Wichita, Salina, and Kansas City, Kansas medical center campuses).