Administrative Associate

27233BR

Architecture Design

Position Overview

The Administrative Associate position is a full-time appointment serving the School of Architecture and Design at the University of Kansas.  This position is responsible for critical support of the Chair of Architecture, managing multiple administrative duties and supporting the operational demands of the department.  This position will also provide student support for academic activities. The position serves the Chair, the Assistant Chairs, the Program Directors, and works closely with students, faculty, and staff.  

Job Description

Administrative Support to the Chair and Assistant Chairs of Architecture (60%)

• Serve as the primary contact for the department, maintaining departmental and chairs’ calendars and screening incoming calls. Support to the Chair includes clerical support including preparing materials for departmental meetings, organization and maintenance of faculty and departmental files, assistance with faculty development processes, including evaluations, promotion and tenure, and faculty meetings.
• Coordinate faculty searches for the department (schedule all activities, collect faculty feedback for Chair and committee.
• Reserve review spaces and meeting rooms for faculty when needed.
• Provide initial response to emails from inside and outside of the department, and direct requests and inquiries to relevant faculty and staff, if needed.
• Manage other internal, departmental projects that support operational and/or administrative processes.  
• Assist with departmental personnel and guest travel accommodations and any departmental purchases.
• Coordinate and support departmental events and celebrations. Assists the department with the organization and implementation of exhibitions.
• Assist with coordination of Architecture studios—keys, access, setup, other duties as needed.  Submit facility maintenance and minor repair request on behalf of the department. Assist with organization of faculty offices and accreditation evidence room.
• Support to the Chair in preparing reports for academic reviews and accreditation. This may include but may not be limited to Academic Program Reviews, and Accreditation Reports.
• Provide departmental information upon request for School and departmental publications, communications, and updates on the school’s website. Assist the chair in gathering information, disseminating information to relevant audiences, and preparing written statements, summaries or other descriptions relevant to the Architecture degree programs that are shared with audiences inside, and outside the Department, including advisory boards, and NAAB.

• Assist Program Directors (Director of Interior Architecture, Director of MA/PhD programs) with administrative tasks, including coordinating program meetings, maintaining graduate faculty information and privileges for graduate faculty members providing support for accreditation visits and reports, maintaining program records and files, assisting with annual degree assessment, and supporting internal and external communications of the program.
• Assist the directors with the development and implementation of School level policies procedures, and guidelines related to their Programs.

• Assists the Chair and faculty in organizing the fifth-year option programs, managing the application and selection process, provides information regarding results to students, and provides guidance for the students’ fifth year studio enrollment.
• Coordinate Architecture Portfolio Review.  
• Oversee the scheduling of all dissertation and thesis defenses and examinations, and public announcements.
• Coordinate the electronic thesis and dissertation (ETD).
• Assist the Director of graduate studies to manage progress to degree report and records.

• Help with front desk and Dean's Suite duties.
• Perform other duties related to the mission of the School of Architecture and Design. 

Required Qualifications

Preferred Qualifications

Contact Information to Applicants

Jim Hammen
[email protected]

Additional Candidate Instruction

A complete online application will include the following:

• Resume
• Cover letter describing how you meet the required and preferred qualifications.
• 3 professional references

Advertised Salary Range

$31,905 - $46,263; commensurate with experience

Application Review Begins

01-Mar-2024

Anticipated Start Date

11-Mar-2024

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 person has been designated to handle inquiries regarding the nondiscrimination policies and is the Title IX coordinator for all KU and KUMC campuses: Associate Vice Chancellor for Civil Rights and Title IX, [email protected], Room 1082, Dole Human Development Center, 1000 Sunnyside Avenue, Lawrence, KS 66045, 785-864-6414, 711 TTY.