Graduate Studies Associate

Updated: 3 months ago
Location: Lawrence, KANSAS


Graduate Studies

Position Overview

The Office of Graduate Studies (OGS) provides vision and support for graduate education on the Lawrence and Edwards campuses at KU, a research-intensive, flagship university with global reach. The Graduate Studies Associate provides highly specialized administrative support across a range of complex processes. Key responsibilities include facilitating faculty governance, overseeing compliance with accreditation standards and graduate policy, administering of a variety of graduate funding sources, and managing workflow tools to ensure timely completion of office functions, planning public-facing events, and managing implementation of the OGS communications strategy. This position will also ensure efficient office operations by monitoring general office phone and email accounts and coordinating office purchasing.  The Graduate Studies Associate reports to the Director of Graduate Affairs, provides executive support to the Vice Provost, and coordinates with the Associate Vice Provosts in the office as needed on a project basis.

Job Description

Award Processes – 30%

  • Collaborate with communications staff in the Provost’s Office and stakeholder units to issue calls for applications and nominations
  • Independently manage submission processes, online forms, and informational web pages
  • Prepare application and nomination materials for review by the Executive Council of Graduate Faculty
  • Communicate award decisions and outcomes
Communication and Event Support – 30%
  • Develop and maintain contact lists for various constituencies across campus using the Prospect CRM and KU distribution groups
  • Collaborate with the Vice Provost for Graduate Studies (VPGS) and Graduate Studies staff to develop communication plans and prioritize key office communications
  • Oversee implementation of communication plans in collaboration with communications staff in the Provost’s Office.  
  • Collaborate with Provost Office communications staff to develop and maintain website, newsletters, strategic email communications, and social media presence.  
  • Coordinate event logistics for New Graduate Student Orientation, the Three-Minute Thesis (3MT) competition, and the Capitol Graduate Research Summit in Topeka, as directed
  • Collaborate with units such as the Office of Diversity and Equity or the Office of Student Affairs to encourage inclusion of graduate students in campus-wide programming

Support for Policy and Faculty Governance – 15%
  • Manage workflow queues and database records for hiring procedures, academic outcomes reporting, and Graduate Faculty tracking
  • Provide administrative support for monthly meetings of the Executive Council of Graduate Faculty (ECGF), including communication with EC members, the creation of agendas, meeting setup and attendance, taking minutes, posting meeting documents to website and shared files, and providing routine follow-up to departments  

Office Operations/Support – 15%
  • Provide Executive Assistance to the Vice Provost, including calendar support, meeting scheduling, and travel arrangements
  • Coordinate scheduling, preparation, and administrative support for Graduate Studies meetings and the OGS conference room
  • Manage the main office email accounts and phone line, delegating such responsibility to student workers as appropriate
  • Maintain inventory of office supplies and coordinate purchasing
  • Manage office coverage during business hours, delegating such responsibility as appropriate
  • Oversee tasks and projects executed by student workers

Other duties as assigned – 10%

Required Qualifications

  • Earned bachelor’s degree from an accredited college or university
  • Two years of experience working in a university environment, especially in the areas of graduate education and/or academic affairs
  • Two years of experience managing complex scheduling in a fast-paced environment
  • Strong written and oral communication skills as evidenced by application materials and interview process.
  • Work experience showing evidence of exceptional organization and detail orientation, as demonstrated by application materials and interview
  • Previous experience using Microsoft Office products including Outlook, Word, Excel, and PowerPoint
  • Previous experience that required the ability to work independently and manage projects with minimal supervisory direction
  • Position Requirements:

    Must be able to work occasional nights

    Preferred Qualifications

  • Earned master’s degree from an accredited college or university
  • Familiarity with producing documents in html, LaTeX, and/or a computer coding language
  • Work experience in donor development and/or managing correspondence for organization leaders
  • Experience supervising student workers or staff
  • Customer-service orientation
  • Superior communication skills and ability to communicate with all levels of donors, leadership, staff, and/or faculty
  • Three years of experience managing multiple projects that must adhere to strict timelines, as evidenced by application materials and interview

  • Contact Information to Applicants

    Amber Roberts Graham
    [email protected]

    Additional Candidate Instruction

    In addition to the online application, the following documents are required to be considered for this position:

  • A cover letter addressing how required and preferred qualifications are met.
  • Resume or curriculum vitae.
  • Contact information for three professional references.

  • Incomplete applications will not be considered. To be considered for this position applications must be received no later than December 8th, 2019 .

    Advertised Salary Range

    $40,000 starting

    Application Review Begins


    Anticipated Start Date


    Work Location

    University of Kansas - Lawrence

    Employee Class

    U-Unclassified Professional Staff

    Work Schedule

    40 hours per week, Monday- Friday, 8am- 5pm.

    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, [email protected], 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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