Part-time Administrative Associate

27334BR

Indigenous Studies

Position Overview

This half-time position will provide administrative support to Indigenous Studies and Museum Studies, two programs within the College of Liberal Arts & Sciences. The Administrative Associate will manage course scheduling, maintaining courses within the course catalog, faculty and director support, and overall office management duties.

Job Description

Administrative Support: 90%

• Schedule courses in Enroll & Pay for each semester. Double-check with home departments and affiliate faculty for cross-listings when appropriate. Monitor under-enrolled courses and make changes to listings when needed.
• Promote courses to COGA, Jayhawk Advising advisors, the Haskell-KU Exchange coordinator and relevant departments.
• Assign permission numbers for students to enroll in specific courses, as needed.
• Ensure all pre-approved courses remain active and catalog listings and the website are current.
• Submit course updates and new courses to the KU Catalog as needed, and proof/edit departmental headers each semester.
• Submit and renew courses for the undergraduate KU Core/Core 34, as needed.
• Submit lecturer job description for approval each spring, hire lecturers (in spreadsheet), close out lecturer pool annually, maintain contact with HR team to ensure lecturers get hired on time.
• Liaise with lecturers. Provide relevant information about KU technology to use for teaching/communicating with students/programs and how to access it (i.e., Outlook for email, Canvas for courses, Zoom, Enroll & Pay, etc.), request bios/photos for the website, answer questions/troubleshoot issues as they arise, etc.
• Order textbooks through KU Bookstore each semester for all courses housed in ISP and MUSE.
• Order desk copies of textbooks for instructors, as needed.
• Schedule faculty and executive committee meetings each semester. Create scheduling polls, develop agenda in concert with directors, take minutes, create any collateral needed for the meeting, distribute to executive committee prior to meetings.
• Complete affiliate faculty paperwork with HR and create folders on the server for new affiliate faculty. Add them to the MUSE or ISP list serv/email groups and the website. Maintain spreadsheet of affiliate faculty tracking their appointment dates. Renew or terminate appointments as needed.
• Manage voting for ISP affiliate faculty and executive committee spots.
• Assist with faculty and director hiring committees, including scheduling meetings and planning logistics of candidate visits. Help onboard new directors and get them set up in their offices.
• Maintain all faculty and necessary program files electronically, including student course evaluations.
• Maintain MUSE’s professional association memberships.
• Participate in program budget meetings as needed. Manage P-card expenses and invoices for programs.
• Manage office space assignments for faculty, staff and common areas.
• Order office supplies, furniture, business cards, keys and FS services (pest management, etc.) as needed. Work with IT for tech needs, Shred-It for secure shredding, the e-Waste team when purging old tech, Surplus to purchase or remove office furniture, and University Archives to store program materials that need to be retained.

Other duties as assigned: 10%

Required Qualifications

High School diploma or GED equivalency and two years of office experience or two years of post-secondary education.

Fluent in Microsoft Office suite programs (Word, Excel, Outlook)

Comfortable learning and using other types of technology, as evidenced in application materials.

Detail-oriented, as evidenced in application materials.

Excellent written and oral communication skills, as evidenced in application materials.

Previous experience handling multiple projects and priorities at times, as evidenced in application materials.

Previous experience working both independently and in a group, as evidenced in application materials.

Preferred Qualifications

Interest in working with diverse groups of students and faculty

Knowledge of KU’s processes and systems

Additional Candidate Instruction

Submit online application and attach a resume (including contact information for three references) and cover letter.

Review of applications will begin on March 18th, 2024 and continue until a qualified pool of applicants is identified.

Advertised Salary Range

$23,000

Application Review Begins

18-Mar-2024

Anticipated Start Date

08-Apr-2024

Primary Campus

University of Kansas Lawrence Campus

Employee Class

U-Unclassified Professional Staff

Work Schedule

Part time; 20 hours/week

Must have regular availability between 8:30 a.m.-5 p.m., Monday-Friday.

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.