Administrative Associate

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

20740BR

Economics


Position Overview

The Administrative Associate position will provide administrative and communications support for the Department of Economics, which is part of the College of Liberal Arts & Sciences.

This position encompasses all budget, human resource, office management, student and public relations and course scheduling activities for a department of approximately 40 instructional faculty/staff members and 4,000 students per year.  The department's mission is to carry out research in the field of economics, to provide general economics education for all KU students, and to provide career preparation for undergraduate and graduate economics majors.  Each function of this position is designed to further that mission.  The person in this position works in conjunction with the Shared Service Center to oversee the department's endowment accounts and annual budget of approximately $3 million, manages the department's office staff, serves as the human resource officer for all members of the office and instructional staff and is the primary contact between the department and other KU offices, the university community, general public, and other institutions and agencies.

This position reports to the Department Chair. This position supervises department administrative assistant(s) and student hourly employees.

Below is a description of all job responsibilities, yet some of the tasks outlined can be delegated to supervised staff.


Job Description

40% Office Management

  • Oversees the daily operations of the Department of Economics
  • Resolves complex challenges related to daily functioning of department
  • Serves as point of contact for internal offices including IT, Registrar, Shared Service Center, and Facilities Services.
  • Serves as point of contact for external vendors such as SumnerOne (copier), Shred-It, and Pitney Bowes (postage machine).
  • Budget and Finance
    • Together with the Shared Service Center, administers department budgets which encompasses state allocations, numerous cost centers, numerous KU Endowment accounts, general research funds and KUCR overhead accounts
    • Monitors and orders office supplies; Monitors postage machine, updating and ordering supplies as needed
    • Distributes departmental keys, records keys checked out and returned, inventories key supply and orders additional keys as needed. 
  • Personnel
    • Supervises and delegates to Administrative Assistant(s)
    • Interviews, hires, trains, coordinates work schedules and supervises all student hourly employees
    • Coordinates the hiring of all lecturers and staff
    • Appoints all faculty, classified employees, and student employees to payroll
    • Processes visiting scholar applications using iHawk system, tracks arrival and departure of scholars
    • Assigns department office space, coordinates movement in and out of offices including cleaning of offices and movement of furniture as needed.
    • Approves time and leave.
  • Academics and Logistics
  • Maintains academic records
  • Processes course evaluations, including packaging, distributing and collecting course evaluations preparing forms for processing, transporting evaluations to Testing Services, collecting evaluations when processing is complete, and maintaining copies of evaluations on G drive
  • Creates, tracks and maintains permission numbers for undergraduate courses
  • Dispenses permission numbers during enrollment sessions
  • Collects and maintains copies of course syllabi each semester. Maintains file on G drive
  • Collects and posts office hours for faculty and GTAs each semester
  • Ensures copies of seminar speaker papers are available for distribution as needed
  • Manages the scheduling of/access to departmental spaces
  • Monitors enrollments and provides enrollment data
  • Processes textbook orders for faculty & GTAs and requests desk copies as needed
  • Manages course scheduling

20% Chair & Faculty Support
  • Coordinates documents, interview, and travel logistics for faculty searches
  • Determines availability of funds to support expenditures and makes budgetary recommendations to Chair
  • Advises Chair on financial matters and ensures the financial integrity of the department
  • Serves as a liaison to faculty for information about deadlines and policies
  • Works with chairs and faculty to submit paperwork for annual faculty evaluations, preparing promotion and tenure review
  • Coordinates correspondence, calendar scheduling, and faculty interviews and hires on behalf of the Chair
  • Manages the Chair’s calendar, including tracking deadlines and routine activities, schedules departmental and other meetings at chair's request, and assists Chair by handling routine requests
  • Assists faculty with administrative forms and paperwork
  • Clarifies business procedures with faculty and staff and interprets guidelines when necessary

20% Communication Activities
  • Distributes semiannual departmental newsletter in coordination with Chair
  • Manages outreach efforts targeting a variety of constituents, including donors, alumni, University units, colleagues, and current students
  • Advertises events using flyers, brochures, email, social media, websites, and University calendar posts
  • Updates department website including seminar speaker schedule and other information as needed
  • Maintains department Twitter account, including regularly posting new content
  • Manages departmental email account

20% Event Coordination
  • Schedules, plans and coordinates all events for the Economics Department including graduation ceremony, awards banquet, conferences, workshops, seminar speakers, luncheons, and other events as needed
  • Coordinates space, catering, hotels, travel, transportation and all needed logistics for these events
  • Prepares programs for graduation ceremony and awards banquet
  • Coordinates printing of programs with FedEx
  • Processes awards and scholarships for awards banquet in conjunction with SSC representative

Required Qualifications

  • High School diploma or GED equivalency and two years of office experience or two years of post-secondary education.
  • Computer skills including MS Office and Adobe for a minimum of 1 year.
  • Experience with social media channels, website management, graphics, and design/layout of marketing materials for a minimum of 1 year.

  • Preferred Qualifications

  • Bachelor's degree in personnel, business, public administration or a related field.
  • Three years of experience performing human resource, budgeting or management functions.
  • Two years of supervisory experience.
  • Knowledge of state and university regulations/policies/guidelines for purchasing, human resource management and other processes.
  • Knowledge of University and various software programs including Word, Excel, PeopleSoft FSKU, PeopleSoft HRSA, Demis, IFAS, etc.
  • Strong problem solving skills and ability to meet deadlines.
  • Ability to communicate successfully with faculty, staff and students.
  • Connection to the University of Kansas.

  • Contact Information to Applicants

    Dr. John Symons; [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.

    • To be considered for the position, applications must be submitted by midnight on December 5, 2021.

    Advertised Salary Range

    $40,000 / annually


    Application Review Begins

    06-Dec-2021


    Anticipated Start Date

    13-Dec-2021


    Primary Campus

    University of Kansas Lawrence Campus


    Employee Class

    U-Unclassified Professional Staff


    Work Schedule

    Monday through Friday, 8:00 am to 5:00 pm


    Job Family

    Administrative Support-KUL


    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 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).



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