Administrative Associate

Updated: over 2 years ago
Location: Lawrence, KANSAS
Deadline: The position may have been removed or expired!

20679BR

English


Position Overview

This position will provide administrative support for the Department of English, which is part of the College of Liberal Arts and Sciences.  The Administrative Associate must have strong communication, written, organization and computer skills.  This position works in close partnership with another full-time administrative associate on departmental management and support and reports to the department chair.  Duties for the position cover a large and diverse range of responsibilities, completed with accuracy and minimal supervision. This is an on-campus, in-person position.

Working as a staff member for the College of Liberal Arts and Sciences provides an opportunity to take ownership of a diversity of tasks and requires a comprehensive skill set.  In partnership with department leadership, the College promotes an environment where staff work together to solve problems and support their own and each other’s professional growth and success.


Job Description

25% Communication & Event Coordination

  • Coordinate and develop content for departmental newsletters and communications
  • Update and maintain departmental website and assist with management of content, including faculty pages, department news and events, and course descriptions    
  • Create and maintain social media outlets, collecting and editing information from faculty and graduate students
  • Create and advertise lists of office hours for faculty, lecturers and GTAs
  • Update email and mailing lists for announcements
  • Manage brochure production and advertising for the department
  • Assist in planning and coordination of events, such as room reservations, itinerary planning, presenter logistics, scheduling, RSVPs, and communications
  • Attend events to provide support, including pre- and post-event support
  • Prepare communications for donors

25% Chair and Faculty Support

  • Respond to general chair/faculty requests
  • Provide back-up assistance with green scheduling
  • Assisting in the coordination of department meetings, including scheduling, planning and distributing agenda items and recording meeting minutes where necessary
  • Support for the Chair and FSE with accounting and HR tasks, in collaboration with Shared Service Center staff, including support for KU Endowment processes
  • Assist in support for faculty searches:  coordinate interview schedules and payments through SSC for job candidate reimbursements; post ads to publications & related advertising websites; coordinate and create itineraries for campus visits for faculty searches
  • Support for promotion and tenure process, and sabbatical leave process, in coordination with fellow staff, Chair, committee members, and College Office.  Support for evaluation, faculty award, and merit salary materials in coordination with Chair and FSE Program
  • Distribute information to department faculty and graduate students via email

45% Office Support and Management

  • Assist departments with activities that support academic mission
  • Assist with walk in requests and phone calls
  • Assist with scanning, copying and faxing
  • Assist with academic misconduct cases
  • Assist with travel coordination
  • Assist with department purchases
  • Help manage departmental resources:  office space inventory, monitors and orders office supplies, as needed, maintain bulletin boards and display case
  • Serve as a point of contact for some internal offices including IT, Registrar, and College Communications & Marketing
  • Assists in coordinating, preparing, and collecting course listings for schedule of classes, and course descriptions
  • Help collects and post office hours for faculty and GTAs each semester
  • Assist in management of the scheduling of the English Department conference rooms
  • Assist in collaboration with FSE, KU Bookstore and publishers for textbook orders and desk copies

5% Other

  • As specified by the department, based on need

Required Qualifications

1. Bachelor's degree OR a high school degree/GED plus a minimum of two years of related administrative support work experience.
3. Excellent organizational and administrative skills and attention to detail as demonstrated by application materials.


Preferred Qualifications

  • Ability to work independently in a team environment, take ownership of the resolution of problems, be flexible and accountable, manage conflicting responsibilities, prioritize tasks and consistently meet deadlines.
  • Ability to establish and maintain effective working relationships with faculty, administrative staff and students in a higher education environment.
  • Web or design skills.
  • Computer skills in a PC/Windows environment including MS Word and MS Excel as demonstrated by application materials and previous experience. Familiarity with an Apple environment.
  • FSKU, PeopleSoft HRSA, IFAS, Enroll & Pay (Student and Scheduling), Qualtrics, Mailchimp, etc.
  • Knowledge of State & University regulations/policies/guidelines for purchasing, human resource management and other processes

  • Contact Information to Applicants

    Professor Katie Conrad
    [email protected]


    Additional Candidate Instruction

    A complete application package will include a cover letter describing your qualifications for the position, a resume, and a list of three (3) professional references.  Only complete applications will be considered.

    Review of applications begins November 26th and continues until a qualified pool of applicants is identified. 


    Advertised Salary Range

    40,000


    Application Review Begins

    26-Nov-2021


    Anticipated Start Date

    13-Dec-2021


    Primary Campus

    University of Kansas Lawrence Campus


    Employee Class

    U-Unclassified Professional Staff


    Work Schedule

    Monday - Friday, 8-5


    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).



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