Administrative Associate

University of Kansas, United States

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

19999BR

Ecology & Evolutionary Biology


Position Overview

The mission of the College of Liberal Arts and Sciences is broad and expansive – to 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 position serves as administrative support to the department of Ecology and Evolutionary Biology, reporting to the chair of the department. The Department of Ecology and Evolutionary Biology includes almost 40 tenured/tenure track faculty members and over 80 graduate students whose diverse interests and expertise focuses on the biology of organisms: their history; how they develop; where they live; how they adapt; how they change over time; and how they interact.  Duties for the position cover a large range of responsibilities and should be completed with a minimum amount of supervision.


Job Description

45%   Chair Support & Office Management
Provides administrative support to chair, associate chairs and faculty with activities that support the academic mission of the department.

  • Department communications: Coordinate and answer departmental emails.
  • Manage departmental resources: Space and equipment inventory, office supplies, departmental van maintenance and usage.
  • Maintain and manage department records (e.g., Bylaws, FTEs, committee lists).
  • Supervise and oversee workflow for student office assistant(s) who serve as receptionist. Develop position description for student office assistants and process through SSC.
  • Support for the Chair in accounting and HR tasks, in collaboration with SSC staff, including support for KU Endowment processes.
  • Facilitate department meetings; taking of meeting minutes.
  • Support for faculty searches. This includes: Coordination with Chair and committee members to organize faculty searches and coordinate interview schedules and payments through SSC for reimbursement for job candidates; posting of ads to publications and related advertising websites; dissemination and posting of relevant documents.
  • Coordinate with Chair and process appointments for faculty affiliates to department.
  • Support for promotion and tenure, and sabbatical leave process, in coordination with Chair, committee members, and College Office.
  • Serve as department contact for technology support/contacts with IT.
    • 30%   Faculty Support
  • Serve as staff support for department committees, including dissemination and posting of documents.
  • Process online documents requesting graduate faculty status through KU Grad Studies for EEB faculty.
  • Support coordination of the BIO3 seminar series. This includes dissemination of weekly information and maintenance of website calendar, as well as coordination of travel/accommodations for speakers and payments/reimbursements through SSC for speaker/faculty host expenses and honoraria. Additionally, this includes maintenance of records for department seminar speakers, faculty seminar hosts, and visitors to the department.
  • Coordinate, design, and edit EEB Department Annual Report.
  • Maintain and manage personnel files for faculty relative to correspondence, awards, promotions, sabbaticals, merit evaluations, etc.
  • Serve as liaison for faculty for information about deadlines, policies, and contact information for academic processes.
  • Assist faculty with administrative forms and paperwork.
  • Coordinate, prepare, and collect course listings for schedule of classes and course evaluations; coordinate with Undergraduate Biology.
    • 15%   Outreach & Department Events
  • Update email and mailing lists for announcements and outreach.
  • Plan and coordinate department events.
  • Attend meetings and events to provide support, including pre- and post-event support.
  • Assist with department website management; post announcements and events on the EEB website.
    • 5%   Student Support
  • Serve as staff support to summer Research Experience for Undergraduate (REU) Program.
  • Serve as a backup to Graduate Coordinator in their absence.
    • 5%   Other

    As specified by the department, based on needs.


    Required Qualifications

  • High School diploma or GED equivalency and two years of office experience or two years of post-secondary education.
  • Computer skills in a PC/Windows environment including MS Word and MS Excel as demonstrated by application materials and previous experience.
  • Excellent written communication skills and attention to detail as demonstrated by application materials.

    • Preferred Qualifications

  • Bachelor’s degree in a related field and one or more years of related experience.
  • Ability to work independently in a team environment, resolve problems, be flexible and accountable, manage multiple responsibilities, prioritize tasks and consistently meet deadlines.
  • Ability/record of supervisory responsibilities.
  • Ability to establish and maintain effective working relationships with faculty, administrative staff and students in a higher education environment.
  • Familiarity with KU systems (e.g., OAC, IFAS, Enroll & Pay, HR/Pay, BrassRing) and web dissemination platforms (e.g., website content management systems [CMS], 25-Live).

    • Additional Candidate Instruction

    A complete online application will include a resume, a cover letter and a list of 3 professional references.

    Application deadline has been extended and will now close on September 14 at midnight.


    Advertised Salary Range

    Minimum $40,000


    Application Review Begins

    15-Sep-2021


    Anticipated Start Date

    08-Oct-2021


    Primary Campus

    University of Kansas Lawrence Campus


    Employee Class

    U-Unclassified Professional Staff


    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 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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