Administrative Associate

University of Kansas, United States

Updated: 2 months ago
Location: Lawrence, KANSAS

27223BR

Philosophy


Position Overview

This position will perform office and administrative duties for the Philosophy Department.  Responsibilities include course scheduling, editing the newsletter, updating the department web page and various handbooks, preparing announcements and making arrangements for lectures and conferences. Monitoring department and endowment budgets, submitting invoices and purchase orders. Supervising and hiring student hourly for front office.


Job Description

Administrative support (45%)

  • Assistant to Chair, Director of Undergraduate Studies and departmental committees.
  • Take minutes at department meetings.
  • Schedule committee meetings and colloquium presentations.
  • Contact person for various administrative offices (CLAS, Catalog Review,  IT-Computer Center, Registrar, Endowment, F&O, SCC—Financials and Payroll).
  • Maintain merit/SAG files for faculty with most current c.v. and evaluations.
  • Monitor preparation of student evaluation forms.  Prepare the figures for the cover sheets.  Make the copies for individual faculty or GTA, copies for merit files, personnel files and GTA supervisors.  Also compute averages of responses on instructor ranking by students.
  • Maintain files for course syllabi, dissertation prospectus, etc.
  • General resource person.
  • Any typing, scanning or copying as necessary.
  • Update office hour listing.
  • Monitor department budgets, submit invoices, and aid faculty in purchasing items.
  • Responsible for copier: calling for repairs, monitor monthly copier usage, order toner and staples.
  • Ordering office supplies.
  • Jay Space Coordinator–updates space inventory on a yearly basis.
  • Assign office space for GTAs on yearly basis.
  • Maintain archives files and listing of books in department library.
  • Generate thank you letters for endowment contributions.
  • Prepare initial paperwork for academic misconducts.

Course Scheduling (20%)

  • Responsible for scheduling classes for Fall, Spring and Summer sessions.
  • Monitor enrollment and generate special permission numbers as necessary.
  • Submit textbook orders and request desk copies for instructors.

Support for Visiting Lecturers (10%)

  • Reserve lecture and hotel rooms.
  • Prepare flyers and distribute announcements
  • Post on university calendar and web page.
  • Prepare honorarium paperwork, get signatures, etc. and submit to SSC center.
  • Prepare annual Lindley Lecture for uploading on Scholarly Works and copyrighting the document.

Department Newsletter (10%)

  • Editor of annual departmental newsletter
  • Collect news worthy items from faculty, students, alumni and pictures throughout the year.  This includes lists of awards and degrees. 

Placement Services (5%)

  • Maintain files of students who are on the job market.
  • Prepare the mailing of placement materials (electronic files) when requested.

Web site maintenance (5%)

  • Update information on faculty and student pages.
  • Announcements of lectures.
  • Any news items as requested
  • Upload yearly newsletter

Student Hourly supervision (5%)

  • Hire and supervise student hourly for front office.
  • Approve the individual’s time.

Position Requirements

Work Location: 1445 Jayhawk Blvd. Wescoe Hall, Rm 3090 Lawrence, KS 66045-7590


Required Qualifications

  • Bachelor’s degree
  • Two years office experience
  •  Strong written and communication skills as demonstrated by application materials
  • Interpersonal skills, including the ability to work collaboratively, as evidenced by previous work experience or references.
  • Two years’ experience with Microsoft Office products

    • Preferred Qualifications

  • Knowledge of routine enrollment processes at KU or a similar institution, as evidenced by work or student experience.
  • Experience working with diverse populations
  • Ability to work independently on ongoing projects; ability to complete assigned tasks in a timely manner; responsible and self-motivated, as indicated by prior work experience, student experience, and/or references.
  • Experience with website management

    • Contact Information to Applicants

    Dale Dorsey; [email protected]


    Additional Candidate Instruction

    A complete application will include a cover letter and a resume. Apply online and submit a letter describing your qualifications for this position. Only complete applications will be considered.

    Please submit your application no later than Friday, March 1, 2024 to be considered for this position. This application review begins March 2, 2024.


    Advertised Salary Range

    $43,000 - $46,000


    Application Review Begins

    02-Mar-2024


    Anticipated Start Date

    11-Mar-2024


    Primary Campus

    University of Kansas Lawrence Campus


    Employee Class

    U-Unclassified Professional Staff


    Work Schedule

    M-F; 8 am - 5pm


    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.


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