Graduate Affairs Associate

Updated: about 1 year ago
Location: Lawrence, KANSAS
Deadline: The position may have been removed or expired!


College of Liberal Arts & Sci

Position Overview

The College Office of Graduate Affairs (COGA) supports the quality, integrity, and growth of the College’s graduate programs and the academic and career success of our graduate students. The primary responsibility of the Graduate Affairs Associate is the support of COGA's core services to faculty and students. This position reports to the Director of COGA.

Job Description

Student Services (40%)
Provides specialized administrative support for graduate student services under the direction of the Associate Director.  Requires the development of essential knowledge about graduate policy and procedure, and the ability to use good judgement and communication skills to act appropriately on that knowledge.  Processes enrollment-related forms (paper and electronic), tracks enrollment-related student data, and maintains electronic student records.  Verifies student enrollment status and degree progress and provides follow-up to departments and students according to established protocol.  Responsible for processing select student petitions, tracking of graduation requirements, and reporting of degrees conferred.  Checks dissertation and theses submissions for compliance with University formatting guidelines and approves final submissions.  Prepares periodic reports and assists with special projects as assigned.
Meetings & Events (20%)
Manages the Director’s calendar and schedules meetings on the Director’s behalf.  Works with other COGA staff to determine space and catering needs for various COGA meetings and events.  Reserves meeting and event spaces, prepares materials, sets up meeting rooms, makes catering arrangements, and attends meetings and events as requested to ensure successful execution.  Provides support as needed for College and University ceremonies, including but not limited to the Master's and Doctoral Hooding.
Front Desk Reception (20%)
Greets visitors and directs them to the appropriate staff person or office.  Manages the office’s main telephone line and email accounts.  Responds to routine queries and directs to the appropriate staff person as needed.  Primarily responsible for opening and closing the office in a timely manner and in accordance with security protocols.
Communications (10%)
Prepares and sends routine and non-routine email and campus mail to department staff, faculty, and students.  Manages communications relating to all COGA awards, including receipt, acknowledgement, and processing of applications.  Conducts annual review of COGA website and ensures that website is accurate and up-to-date.  Maintains the office's web, outlook, and print calendars.  Prepares posters and flyers and prepares COGA bulletin boards (paper and electronic).  Supports other office communications as assigned.
Office Operations (10%)
Maintains inventory of standard office supplies and submits orders for new supplies as needed, ensuring that standard supply orders do not exceed budgeted amount.  Investigates cost and product/service options as new needs arise.  Seeks Director approval for all non-standard expenditures, and provides estimates to facilitate budget oversight.  Manages departmental purchasing card, including check out procedures and collection of receipts.  Coordinates with the shared service center budget staff as needed to ensure compliance with required documentation.
Sends and retrieves campus and regular mail. Submits facilities repair and maintenance requests as needed.  Maintains inventory of keys held by COGA staff located in Strong Hall.  Ensures cleanliness and professional appearance of the office space.

Required Qualifications

  • High School diploma or GED equivalency
  • At least two years of experience working in a University or professional office setting.
  • Strong verbal and written communication skills, as evidenced by work experience and application materials.
  • Strong organizational skills and attention to detail, as evidenced by work experience and application materials.

  • Preferred Qualifications

  • Bachelor's degree or college-level coursework
  • Experience and comfort learning and working with a variety of systems and applications (e.g., Microsoft Outlook, Word, Excel, and Powerpoint; Adobe Creative Suite; Drupal or similar content management tool), as evidenced by training or work experience.
  • Experience independently executing detailed processes and protocols, as evidenced by work experience.
  • Experience using independent judgment to interpret and communicate information, as evidenced by work experience.
  • Experience with meeting/event planning, as evidenced by work experience.

  • Contact Information to Applicants

    Kristine Latta

    Additional Candidate Instruction

    The cover letter is a key part of your application. Only those applications with cover letters that address the specifics of this position, including required and preferred qualifications, will be considered for an interview. Please attach a resume also.

    The application deadline to apply for this opening is November 4, 2019.

    Advertised Salary Range


    Application Review Begins


    Anticipated Start Date


    Work Location

    University of Kansas - Lawrence

    Employee Class

    U-Unclassified Professional Staff

    Work Schedule

    Monday - Friday
    8:00am - 5:00pm

    Job Family

    Administrative Support-KUL


    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,, 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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