Administrative Associate

20627BR

Chemistry

Position Overview

The Administrative Associate position will provide administrative, office and program support for the Department of Chemistry. The position is a critical part of the administrative team that oversees the main department office, communication initiatives, and programs, including the Research Experience for Undergraduate (REU) program sponsored by the National Science Foundation (NSF). Work hours are normally 8am-5pm, Monday through Friday, however hours may be flexible and will require occasional attendance to evening or weekend events.

The Administrative Associate must have strong communication, organization, interpersonal, and administrative skills, and ideally have experience in web design, social media, photography and/or newsletter design. This position reports to the Office Manager and works in close partnership with the Chair and Associate Chairs of the Department of Chemistry.

Job Description

40% NSF Research Experience for Undergraduates (REU) Program Support

• Coordinates and schedules all activities and communications associated with the NSF REU summer program: including, but not limited to, booking travel, arranging housing and meals, enrolling students in research, scheduling seminars and fieldtrips, coordinating stipend payments and processing travel related reimbursements
• Communicates with prospective students and participants via email, phone, in person, website and social media
• Maintains the chemreu.ku.edu website and social media accounts
• Creates program fliers and distributes to interested parties
• Maintains a database of applicants, current REU participants and past REU participants
• Creates data reports as assigned by PI and others
• Assists NSF REU program PI on grant renewals
• Administrative support for Dublin University exchange program

20% Events and Communication

• Coordinates accommodations, travel and schedules for departmental guests, weekly seminar speakers and faculty search candidates

• Facilitates event-related financial transactions, including reimbursements, in collaboration with the department’s Shared Service Center staff
• Creates fliers and announcements for seminar speakers and special guests
• Communicates upcoming events via email, social media, web site and posts both printed and digital signage
• Answers all calls to the main Chemistry Department phone and back-up for main Chemistry Department email
• Assists with communications efforts, including website, social media, newsletters, and both printed and digital signage
• Assists faculty, staff, and students with travel related reservations and works with Shared Service Center on reimbursements for meals, travel, etc.
• Assists Office Manager and other Administrative Associate with events as assigned

20% Course Administrative Support

• Assists with the organization of course material when asked by the instructor, which may include the duplication of exams, course handouts and other materials as needed by the department
• Provides administrative support for student evaluations of teaching each semester, including creating a spreadsheet of instructors and teaching assistants, communicating with instructors, and maintaining filing system of evaluations for all faculty and student instructors
• Provides administrative support for annual evaluations of teaching assistants, including creating and distributing a supervisor evaluation form and self-evaluation form each semester, monitors completion of evaluations, and maintains filing system of evaluations for each student

15% Office Management

• Main administrative support for MFD/copiers; schedules maintenance with Sumner One and maintains supplies for copiers, including paper

• Main administrative support for Shred-It; schedules pick-ups and ensures exams are shredded on a routine basis
• Assists with printing posters for faculty and students in the department and the general maintenance of the poster printer
• Resolves complex challenges related to daily functioning of department
• Trains student hourly employees on receptionist, communications, and office duties, when applicable and acts as receptionist in absence of student hourlies
• Orders and maintains office supplies in coordination with Office Manager and other Administrative Associate
• Helps with management of projects as directed by the Office Manager, Chair or Associate Chairs

5% Chair Support

• Assists with communications for KUEA donors, including preparing letters and mailing donor gifts
• Other duties as assigned by Office Manager or Chair

Position Requirements

This position will be designated as in-person. Department of Chemistry, 1140 Gray-Little Hall/ISB, 785-864-4333

Required Qualifications

Preferred Qualifications

Additional Candidate Instruction

In addition to the online application, please attach the following documents:

Incomplete applications will not be considered. 

Review will begin on December 6, 2021 and continue until a pool of qualified applicants is obtained.

Advertised Salary Range

$40,000

Application Review Begins

06-Dec-2021

Anticipated Start Date

27-Dec-2021

Primary Campus

University of Kansas Lawrence Campus

Employee Class

U-Unclassified Professional Staff

Work Schedule

Monday - Friday 8AM – 5PM (some evenings and weekends may be required)

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 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 Institutional Opportunity and Access, [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).