Administrative Assistant

Updated: 2 months ago
Location: Lawrence, KANSAS
10103BR
Administrative Assistant
00005003
Law Administration
1
Lawrence
1.0
Regular
Nonexempt
U-Unclassified Professional Staff
M-F; 8am-5pm
Administrative Support-KUL
This position manages and performs administrative office functions and serves as the Law School’s initial point of contact for faculty, staff, students, alums and other guests.  Responsibilities also include faculty and administrative project support and word processing. Position requires quality strong customer service skills and the ability to multi-task, organize, and prioritize work with minimum supervision.  This is a full-time, benefits eligible, unclassified professional staff position. 
 
30%        Office Management: 
Responsible for presenting a professional appearance by providing overall office management services timely and courteously, assisting in a friendly and helpful manner, and providing a positive and supportive environment to students, staff, administrators, faculty, and visitors.  Specific duties include: overseeing administrative office reception and phone activities; scheduling appointments, events and classes; handling routine correspondence; overseeing mail services including sorting, metering, and distributing mail or other delivery packages; and assisting with building maintenance issues. Troubleshooting issues with office printers, copier, fax machine, and mail equipment.  Maintains vault inventory, informs staff of record retention policies, and oversees dispositions in accordance with KU or School policies.  
 
Maintains security of building keys.  Distributes and track keys given to faculty, staff and students.  Places and removes holds on student accounts when keys are not returned.  Obtains lost key fee from students as needed.
 
30%        Faculty / Administrative Support:
Creates, edits, and/or copies documents from a variety of formats for faculty and academic staff.   Assists clinical faculty in tracking student hours worked in clinical programs for various.   Resolves discrepancies and communicates frequently with students and faculty.  Coordinates and performs work independently with various faculty and staff.  Maintains confidentiality of finals and project records.  Proofs material for consistency of format, appropriate grammatical placements, and accuracy of information.  Creates data merges and form files.  Completes all work timely and accurately to meet deadlines.  Examples of equipment/software used: Scanner, Word, WordPerfect, PowerPoint, Adobe Acrobat, Access, MS Notepad, and Adobe Photoshop.  Coordinate and prioritize projects so that deadlines are met. Assists the Faculty Support position with overflow work as requested.
 
Designs and maintains databases of frequent contacts for professors and the Dean for use in mail merges.  Maintains current and past employee master address list and distributes internal phone list, prints reports for distribution, prints labels for mass mailings, etc.   
 
 
25%        Room Scheduling:
Schedules various meetings and room changes frequently and in line with room capacity as requested by faculty, staff, and student organizations.  Coordinates and tracks student organization events to ensure compliance with procedures for scheduling. Assists Registrar with classroom changes before and during the semester.  Assists in finding rooms outside the Law School when rooms in the school are unavailable or cannot accommodate a specific event/class.
 
10%        Ordering and Maintaining Office and Event Supplies
Orders routine office supplies through KUPPS and other items and office supplies as directed by the appropriate personnel/departments.  Coordinates all ordering and deliveries for non-KUPPS supplies and services including Lindy Spring and Shred-It. Coordinates and orders supplies such as soda, water, paper supplies, ice, etc. for events and meetings.  Tracks and monitors these supplies to ensure sufficient quantities are available.  Orders and tracks the distribution and use of parking passes for guests and other events. 
 
 
5%          Other:
Assist other administrative staff and faculty as needed with projects, events, workshops, intercession courses, visits from the judiciary, CLE programming.  May include ordering food, lunches and/or helping with setup and cleanup; greeting guests and visitors; assisting with student hiring; preparing office space for new faculty, visitors or affiliates.  Performs other duties and special projects as assigned.
 
1. High School diploma or GED equivalency and one year of office work experience or one year of post-secondary education.
 
1.  Prior office management work experience.
2.  Excellent organizational, time management, and oral and written communication skills as evidenced by application materials and work history.
3. Excellent customer service and interpersonal skills and ability to work effectively as part of a team.
4. Editing and proofreading ability, and strong word processing skills.
 
Complete and submit online application along with a cover letter and resume and contact information for three professional references.  Application deadline is October 8, 2017 at midnight.
Crystal Mai
Associate Dean for Administration
cmai@ku.edu
785-864-9208
 
Depends on experience
09-Oct-2017
16-Oct-2017
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: Executive Director of the Office of Institutional Opportunity & Access, IOA@ku.edu, 1246 West Campus Road, Room 153A, Lawrence, KS 66045, 785-864-6414, 711 TTY 9for 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).
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