Administrative Associate Sr

27149BR

Kansas Geological Survey

Position Overview

The Administrative Associate Sr. supports the Applied Geophysical Research (AGR) division of the Kansas Geological Survey—a complex unit with multiple subdisciplines and several specialized programs. The AGR division has a profound impact on the state of Kansas. More than $20 million in grant and contract support has been awarded to the geophysical research group at the KGS to study the subsurface associated with geohazards and advance the methods to have broader applications with greater resolution and at lower cost.

The Administrative Associate Sr. will work independently with indirect supervision and provide support to the division Director as well as other AGR researchers and staff. The Administrative Associate Sr. is responsible for providing high-level administrative support, including producing and editing graphics, preparing and copyediting reports, creating spreadsheets and other documents for final presentation meeting planning, scheduling, managing travel arrangements, and logistical support in preparation for fieldwork. This position also produces Surfseis software quotes, monthly financial reports, manages records, answers sales and support inquiries, and coordinates events and various other software support activities.

The successful candidate will have a HS diploma/GED or greater education combined with four years or greater of relevant administrative experience OR four years of post-secondary education and two years of relevant administrative office experience to include a working knowledge of MS Excel and Word. Copyediting, graphic design/editing experience is strongly preferred.

For more information about the Kansas Geological Survey (KGS) visit our website, https://www.kgs.ku.edu.

This position will work onsite.

Job Description

25% Reports and Graphics

• Prepare and review documents, presentations, and budget report spreadsheets. Edit draft text and figures, checking for grammar and spelling errors and formatting for final presentation.
• Produce graphics for reports, papers, projects, and other documents. This may require the creation of the graphic from scratch or modifying existing graphics.
• Design covers for open-file reports, incorporating a photo from the project when appropriate.

25% Software support — WinSeis, SurfSeis, and other software as developed

• Correspond with customers regarding software news, etc. 
• Answer and screen incoming phone calls and emails and route questions to appropriate staff. Follow up to make sure all questions are answered and archive correspondence.
• Generate price quotes and proforma invoices (which include calculation of s/h costs). Keep accounting of software sales and provide monthly sales report.
• Manage protection software and dongles (software protection devices). Provide activation codes and user support.
• Print, assemble, and distribute software packages, demos, and workshop notebooks. Maintain inventory of related supplies.
• Responsible for layout and publication of manuals and educational materials. 
• Plan and help orchestrate software workshops (e.g., communication with participants, coordinating caterers and vendors).

20% Create and Maintain Electronic File System

• Devise and implement an electronic file system (e.g., storage and archiving) for over 40 years of field photographs, presentations, reports, graphics, and other documents that is easily accessible and searchable.
• Maintain electronic file system by timely filing current material.

15% Administrative Support

• Provide independent high-level administrative support:
  • Compose correspondence, monitor various email accounts, and screen phone calls.
  • Manage staff calendars and coordinate schedules for meetings. Track and facilitate maintaining active status of staff certifications (First Aid/CPR, 40 Hour OSHA Hazwoper, etc.).
  • Manage work-related travel arrangements and associated travel requests, registration, hotel and airline reservations, reimbursement documentation, etc. through the University system or third-party organization.
• Provide support for Consortium to Study Trends in Seismicity—annual invoicing, updating memberships, coordinating membership tiers and payments, and organizing quarterly and annual meetings.
• Update vita of AGR Director and assist other AGR researchers and staff members with formatting their vitae for work-related submissions.

15% Field Mobilization and Support

• Provide logistical support in preparation for fieldwork (e.g., compile safety plans, check for adequate space to park semi-trucks at hotels, print and bind field logbooks).
• Answer phone inquiries from outside entities requesting data and direct them to the appropriate resource.

Required Qualifications

Preferred Qualifications

Contact Information to Applicants

Annette Delaney
[email protected]
785-864-2152

Additional Candidate Instruction

A complete application includes:

Review of applications will begin on February 27th and continue until a qualified pool of applicants is identified.

Advertised Salary Range

$44,000 - $50,000, depending on qualifications and experience

Application Review Begins

27-Feb-2024

Anticipated Start Date

18-Mar-2024

Primary Campus

University of Kansas Lawrence Campus

Employee Class

U-Unclassified Professional Staff

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 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.