28245BRJob Title:Administrative AssociateDepartment:International Support ServicesPrimary Campus:University of Kansas Lawrence CampusJob Description:Front Desk Support and Information Dissemination 55%
Greets and receives office visitors and manages front desk walk in traffic to ensure people are served in a timely and efficient manner.
Ensures continuous and adequate coverage of all essential front desk functions.
Oversees the department’s conference rooms and small meeting rooms, as well as staff calendars utilizing discretion when scheduling appointments.
Ensures correspondence provided through emails and phone is accurate.
Runs statistics on front desk traffic and coordinates with the Office Manager and ISS Leadership Team for best practices at the front desk.
Administrative Support 25%
Provides administrative support to the unit Director.
Supports staff in scheduling and coordinating tasks and projects.
Copies, scans and faxes documents as needed.
Monitors incoming faxes, mail and shipments of supplies and distributes to staff.
Prepares the agenda for the regular staff meetings and take notes at meetings.
Assists with purchasing supplies and maintaining supply inventory.
Assists with international student and scholar insurance as needed.
Monitors general housekeeping not provided by the University custodial services.
And oversees management of office bulletin boards and displays.
Supervision 15%
Hires, trains, and supervises student hourly employees assigned to the front desk.
Creates student hourly schedules to provide adequate coverage for walk in traffic, emails, answering phone, scanning, and other tasks managed by the front desk.
Prioritizes and assigns daily tasks based on office needs.
Provides on-going training to front desk workers.
Other 5%
Maintains currency of knowledge related to areas of professional domain (e.g. applications, immigration, campus policies, and systems).
Performs other duties assigned by the Director within International Support Services.
Req ID (Ex: 10567BR) :28245BRDisclaimer: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.Work Schedule:Monday-Friday, 8 am to 5 pm.FLSA Status:NonexemptContact Information to Applicants:Regina Sherrill, [email protected] Qualifications:
High school diploma or GED plus two (2) years of office experience. Two years of post-secondary education may be substituted for the office experience.
Excellent written communication skills as evidenced by application materials.
1 year experience using the Microsoft Office Suite.
Attention-to-detail as evidenced by application materials.
Employee Class:U-Unclassified Professional StaffAdvertised Salary Range:$35,776 - $37,500FTE:1.0Preferred Qualifications:
Post-baccalaureate course work or Master's degree.
Knowledge of the University of Kansas or similar university structure.
Experience as a project coordinator or highly skilled administrative assistant.
Excellent verbal communication skills.
Work experience requiring critical thinking and problem solving skills, ability to multi-task and adept at organizing tasks and people.
Position Overview:The Administrative Associate for International Support Services serves at the front desk and is responsible for ensuring the office projects a welcoming and professional environment to a variety of clients including prospective and current students, parents, U.S. government officials, media, KU faculty staff and international university officials. This person oversees the dissemination of accurate information relayed at the front desk in person, over the phone, through email and handouts.This position provides administrative assistance to the unit Director and staff in sub-units for International Admissions and Recruitment, Advising and Compliance, and Student Engagement and Integration. This individual has access to a variety of privileged information and is expected to maintain confidentiality.If you are looking for a rewarding and dynamic career, look no further than the University of Kansas. In addition to a competitive salary, KU offers great benefits to employees with up to 176 hours of paid vacation per year, 96 hours of sick leave earned per year, 9 paid holidays plus one discretionary day, a great retirement program, medical and dental insurance, life and disability insurance, other benefit plan options and state of Kansas discounts offered by various vendors. KU also offers employees educational opportunities for employees. KU is a great place to work!About Lawrence, KSThe University of Kansas is located in Lawrence, a community of about 95,000. Only 35 miles west of Kansas City and 20 miles east of Topeka, you will never be far from barbecue, jazz, museum culture, and more. Lawrence has a lively downtown and a thriving arts and music scene, and its local government has enacted ordinances supporting equality for all members of its population. Lawrence locals covet the numerous sports and recreational opportunities, local shops, and a wide range of locally-owned restaurants.Reg/Temp:RegularApplication Review Begins:02-Jul-2024Anticipated Start Date:29-Jul-2024Additional Candidate Instruction:A complete application includes:
A cover letter addressing how required qualifications are met.
Resume.
Three (3) professional references.
Completion of the online application.
Incomplete applications will not be considered.
Application deadline is Monday, July 1st, 2024. To ensure consideration apply by this date.
Job Family:Administrative Support-KULWork Location Assignment:On-SitePosition Requirements:
This position requires working on-site.