Administrative Associate

University of Kansas, United States

Updated: 4 months ago
Location: Lawrence, KANSAS

18087BR

American Studies


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 American Studies, reporting to the chair of the department. American Studies at KU is one of the oldest departments of its kind, joining Yale, the University of Michigan, the University of Minnesota, and others in helping establish this field dedicated to understanding the endless variety of experiences of the United States and the other places in the western hemisphere from multiple academic perspectives. Increasingly, American studies considers the impact of the United States and the Americas globally. In their teaching and research, AMS faculty engage in questions relating to some of the most enduring issues of our time, including those related to race, gender, economic and social class, and indigeneity.

The Department of American Studies has 12 tenured/tenure track faculty members and approximately 35 graduate students. AMS has an undergraduate major with multiple tracks, several undergraduate minor programs (including Latinx Studies and Social Justice Studies), and teaches extensively in the KU Core. AMS has a suite of offices in Bailey Hall, home to many other small to medium-sized departments and programs.

Duties for the position cover a large range of responsibilities and should be completed with a minimum amount of supervision. The position will be nearly 100% remote, with only periodic on-campus work.


Job Description

This position involves highly specialized and diverse administrative support work. Positions at this level will interpret status, regulations, policies and procedures and make interpretations for others. These positions will generally require operating phones, personal computers, copiers, fax machines, and printers. Some positions may provide opportunities for supervision of staff.
80% - ADMINISTRATIVE SUPPORT : Performs variety of office tasks independently, relieving chair of important details. 

  •  30% - Admin. Asst. to Chair: Interprets rules, regulations, and procedures. Apprises chair of important events, deadlines, or urgent  business; assists with projects such as grant  proposals, fellowship nominations, GTA applications and graduate student awards; researches data for budget reports, statistical and financial analysis, researches data concerning students and program, communicates about future plans/anticipated problems for the dept. Screens callers and visitors to determine level of priority. Maintains chair's calendar, schedules, plans program events and meetings, takes minutes at meetings, and writes and distributes memos about departmental issues. Makes travel arrangements as needed when not handled by SSC staff.  Support for promotion and tenure and sabbatical leave processes, as well as faculty searches.  Assists with collection of faculty annual evaluations and distribution of review letters.
  • 25% - Office Manager: Assesses, reviews, and prioritizes departmental needs/deadlines on daily basis, with and without the chair, and makes decisions independently and in the context of the unremitting, unscheduled problems that arise for undergraduates, graduates, GTAs, lecturers, faculty, and visiting faculty. Communicates multiple times daily regarding requests and questions from faculty, staff, and students--both internal and external--other departments, programs, the college office, other university offices, and the public. Supervises asset management and ordering and maintenance of office equipment and supplies. Manages office space assignments in coordination with Chair.  Serves as departmental course scheduling officer to coordinate faculty and GTA teaching as listed in the online Timetable of Classes.  Works with Registrar’s Office in maintenance of timetable.  Issues course permission numbers for undergraduate students.  Maintains file of course syllabi and office hours.
  • 15% - Faculty and Graduate Student Support: Advises and interprets policies and procedures for faculty, graduate students, and the public. Supports twelve faculty members with full- or part­ time appointments in dept., as well as more than 60 affiliated faculty members across the College and University. Assesses, reviews, and prioritizes requests for routine assistance with book orders, computer and office equipment, technology supplies, publicity for visiting lecturers, applications for travel and research grants, letters of recommendation, reimbursements, etc. Assesses, reviews, and prioritizes requests for special assistance with conference and other event planning, development of new courses, support and hospitality for visiting lecturers, faculty, prospective graduate students, and job candidates. Works with the Graduate Academic Advisor on matters pertaining to GTA/GA appointments and other needs as they arise. 
  • 5% - Student Employee Supervision: Directs and reviews work of support staff. Delegates responsibilities and tasks to appropriate personnel including responding to department e-mail, website management, and course evaluation materials.
  • 5% - Fundraising: Works with chair to plan and develop long-range strategies for increasing Endowment accounts through fundraising efforts; supervises personnel and works with KU Alumni Association and KUEA to gather information about students, faculty, alumni and other potential donors; develops and supervises the maintenance of database with relevant and current information; supervises production of  dept. newsletter; works with chair to plan outreach events targeting donors; maintains contact with alumni  base. Serves as liaison and public relations representative with other agencies and the public.  Assists with KUEA student awards and thank you letters to donors.

    • 20% - 

    BUDGET OFFICER

    : Works with chair on preparation of annual budget request.  Assists in determining summer and winter session teaching needs.  Works with chair and Graduate Director in assigning academic year GTA appointments.  Coordinates any receipts for honoraria, lecture expenses and faculty searches with the Shared Service Center.  Meets with SSC staff and Department Chair to review/reconcile any budget discrepancies.  Works with Dean’s Office and SSC HR contacts to advertise and hire from the lecturer pool.


    Position Requirements

    The position will be a hybrid / on-campus position until it is deemed safe and necessary to return to on-site at a full capacity.


    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

  • 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 html/content management systems (CMS)

    • Contact Information to Applicants

    Robert Warrior - rwarrior@ku.edu


    Additional Candidate Instruction

    A complete application includes a cover letter and resume or CV. Apply online and attach a letter describing how the required and preferred qualifications are met as well as contact information for three professional references. Only complete applications will be considered. 

    Application review will begin November 15, 2020. 


    Advertised Salary Range

    Minimum $36,000


    Application Review Begins

    15-Nov-2020


    Anticipated Start Date

    30-Nov-2020


    Primary Campus

    University of Kansas - Lawrence


    Employee Class

    U-Unclassified Professional Staff


    Work Schedule

    Monday - Friday - 8 - 5 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: Executive Director of the Office of Institutional Opportunity & Access, IOA@ku.edu, 1246 West Campus Road, Room 153A, Lawrence, KS 66045, 785-864-6414, 711 TTY 9for 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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