Administrative Associate

Position Overview

The mission of the College of Liberal Arts and Sciences is broad and expansive – foster interdisciplinary education, grow global awareness and engage in experiential learning. Supporting this mission requires a comprehensive skill set that enables staff to serve in several different roles.
Working as a staff member for the College of Liberal Arts and Sciences enables individuals to take ownership of various tasks. Staff members also have the support of a strong, connected group of teammates working to “aspire for excellence in research and teaching that gives insights into the past, creates answers for the present, and builds bridges to other cultures, communities and our futures.”
This part-time (20 hours per week) position will support the academic and research mission of the Computational Biology department, reporting to the Computational Biology Director.

Job Description

60% Director Support & Office Management

The Administrative Associate serves in a critical role to ensure that the day to day activities necessary to support the Computational Biology department are conducted effectively and efficiently.

• Serve as receptionist for unit/department and answer departmental emails
• Plan and manage physical space for unit/department
• Serve as liaison for facilities work orders
• Manage printers and office supplies
• Class scheduling
• Manage calendar for department’s conference room(s)/seminar rooms
• Manage classroom space for department
• General crisis manager/problem solver for front-line responsibilities related to unit mission, frequently student related, sometimes grant or faculty related
• Coordinate moves: Work with any individuals moving, arrange movers, move data services and phone service, procure furniture, coordinate basic fit out (paint), obtain keys, coordinate move of IT equipment, change signage, and update Jayspace
• Facilitate confidential shredding
• Provide front-line technology support and/or contact IT
• Advertise for, hire and manage student hourly workers
• Manage federal work study opportunities to stretch departmental funds
• Coordinate student hourly work to match deadlines of academic year

• Responds to faculty walk-ins and requests
• Serve as liaison for faculty for information about changing calendars, deadlines, policies, and contact persons for academic processes
• Assist faculty with administrative forms and paperwork
• Prepare and collect course evaluations
• Facilitate faculty advisor/student advising appointment processes
• Manage textbook orders and obtain desk copies
• Perform various tasks for faculty such as printing, transcription, etc.

• Coordinate departmental newsletters and communications
• Create and update departmental website and manage content
• Update email and mailing lists for announcements
• Produce brochures and advertising copy for the department
• Plan and coordinate events (all logistics – room reservations, itinerary planning, presenter logistics, scheduling, RSVPs, and communications)
• Attend events to provide support, including pre- and post-event support

• Assists Graduate Advisor with tracking information
• Coordinates logistics for potential graduate student recruitment visits
• Supports graduate student application process
• Support, assist, and advise incoming GTAs, GRAs, and GAs
• Manages graduate records: process comprehensive graduate exams, room scheduling for exams, calendaring for participation in exams, record maintenance and destruction, check point for departmental compliance with KU policies

• As specified by the department, based on needs.

Contact Information to Applicants

Dr. Ilya Vakser; [email protected]

Additional Candidate Instruction

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

• The job posting has been extended and will now close on January 13 at midnight. To be considered for this position please apply before the closing date.

Application Review Begins

08-Jan-2022

Primary Campus

University of Kansas Lawrence Campus

Employee Class

U-Unclassified Professional Staff

Work Schedule

Monday through Friday, 20 hours per week. Flexible / negotiable.

Job Family

Administrative Support-KUL

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 Civil Rights & Title IX, [email protected], Room 1082, Dole Human Development Center, 1000 Sunnyside Avenue, Lawrence, KS 66045, 785-864-6414, 711 TTY (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).