Administrative Associate

27655BR

CED-KS Fire & Rescue Training

Position Overview

As a State Fire Training organization and the State Certification Entity for Kansas, Kansas Fire & Rescue Training Institute (KFRTI) is expected to help lead change in the fire service through training and credentialing, including National Certification.  Employees of KFRTI must demonstrate a customer-friendly attitude, flexibility, and a strong desire to help the Kansas fire service as well as continue to improve their own training and education.

The Kansas Fire & Rescue Training Institute is a unit of KU’s Jayhawk Global, housed on the Lawrence campus. The Institute was created by the Kansas legislature to train Kansas firefighters in 1949. The Institute serves fire departments and firefighters through a “traveling instruction service” that provides 500 training events per year potentially reaching every community and every county in Kansas. The mission of Kansas Fire & Rescue Training Institute is to Provide accessible, innovative, science and data-driven training and credentialing for fire and emergency services personnel to improve the health and safety of our communities.

This position has split responsibility for providing administrative support in the Certification Program and supporting the fire and emergency services instructional program delivery of Kansas Fire & Rescue Training Institute. This position will assist with critical components of the Certification Program such as grading, processing certifications, and entering data into the records management system.  This position will also assist with preparing training course materials, training and event documentation, awarding credentials for successful completion of programs, and completing the appropriate steps to pay and reimburse instructors. This position reports to the Assistant Director of Operations and Accreditation.

In addition to a competitive salary, KU offers great benefits to employees with up to 176 hours of paid vacation per year, 8 hours of sick leave earned every month, nine paid holidays plus one discretionary day, a retirement program, medical & dental insurance, life and disability insurance, other benefit plan options and State of Kansas discounts offered by various vendors.  KU also offers employees educational and professional development opportunities. KU is a great place to work! The University actively encourages applications from members of underrepresented groups.

Job Description

45% Provide Support for Certification Program Management

• Assist with the management of national certification other credentialing programs offered through Kansas Fire & Rescue Training Institute.
• Represent the Institute and the University in all functions of this job in a professional, respectful, and customer-friendly manner.
• Perform Certification program intake, processing, and recordkeeping.
• Follow and apply purchasing/payments policies as well as unit-based policies regarding payments, cancellations, and refunds.
• Verify and process payment and travel reimbursement for evaluators and coordinators using existing policies and procedures.
• Understand and maintain confidentiality of student information.   
• Review for and coordinate the correction of incorrect or incomplete exam documentation with instructors/evaluators and exam coordinators.
• Enter exam results into the Lifelong & Professional Education registration system (Enrole) and issue National Certifications, when process is completed, to individual candidates. This process includes data generated from the electronic scoring of exams listed in the next section of this position description.
• Understand and use KFRTI’s software, including PAR testing systems.
• Create/prepare and mail individual Certification Exam Reports for certification candidates using the data produced by the PAR Score program (or other software provided).

• Answer and resolve customer inquiries with regard to course offerings, registration, certification, and payment.
• Answer customer questions regarding policies and procedures, research customer questions or concerns when necessary.
• Escalate customer concerns to the appropriate person when needed.
• Work with customers to solve problems and provide solutions to their needs.
• Verify and process payment and travel reimbursement for instructors, managers, and coordinators.
• Use a web-based registration systems to process program registrations.
• Apply payments and create receipts or invoices.
• Understand and adhere to payment card protocols, track and maintain security of all received payments.
• Follow and apply purchasing/payment policies regarding payments, cancellations, and refunds.
• Provide customer service assistance with learning management system (Enrole, Blackboard or Canvas) registrations.
• Maintain confidentiality of student information.
• Keep databases free of duplicate records.
• Review the accuracy of course documentation provided by course instructors. Coordinate the correction of documentation if incorrect or incomplete.

• Answering and responding to incoming phone calls and email.
• Complete special projects, reports, or other duties as directed by Supervisor and/or Director.
• Provide direction for student employees functioning in a support role.

Position Requirements

A limited amount of in-state travel may be required of this position. The purpose of this travel is to provide on-site support for conferences and fire schools offered throughout Kansas. Anticipated travel requirements are estimated to be less than <10%  of job responsibilities and functions per year.

Required Qualifications

Preferred Qualifications

Additional Candidate Instruction

In addition to the online application, the following documents are required to be considered for this position:

• A cover letter addressing how required and preferred qualifications are met.
• Resume
• Contact information for three professional references.

Advertised Salary Range

$40,000 - $42,000

Application Review Begins

29-Apr-2024

Anticipated Start Date

03-Jun-2024

Primary Campus

University of Kansas Lawrence Campus

Employee Class

U-Unclassified Professional Staff

Work Schedule

40 hours a week
In-person full time during training period. Hybrid thereafter, Monday/Friday remote, Tuesday, Wednesday, Thursday in-office

Job Family

Administrative Support-KUL

Conditions of Employment

Contingent on Funding

Work Location Assignment

Hybrid

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.