28243BRJob Title:Administrative AssociateDepartment:DesignPrimary Campus:University of Kansas Lawrence CampusJob Description:Administrative support (Design Chair 25% + Associate Deans 20%)
Assists with administrative duties. Activities may include scheduling meetings, sending meeting reminders, attending meetings as requested, assisting with work-related travel planning, etc.
Assists with non-sensitive requests.
Manages internal projects that support operational and/or administrative processes for the chair and associate deans).
For the Department of Design
Acts as the recorder of minutes at each faculty meeting. Ensures all faculty members have access to essential departmental documents, a roster of the Voting Membership of the Department, a record of current Department Committee assignments, and copies of the Bylaws of the Department and School.
Assist in the management of the social media outlets.
Assist with the process of course assessments
Assists with facilities needs and supplies
Support for Student Advising and Success (25%)
Provides administrative support to the Director of Student Academic Services & Success as needed.
Provides scheduling officer services.
Helps manage course catalogs.
Assists with running the PERC reports and informs students of classes they no longer meet pre-requisites for.
Assists with timetable updates and course scheduling.
Assists with issuing permission numbers and assists students with enrollment issues and errors.
Facilities (15%)
Addresses and coordinates all facilities issues and requests for the school under the supervision of the Associate Dean of Administration. Activities may include:
Submitting and managing facility requests through Maximo
Assisting with Room Reservation System.
Managing and organizing keys for and access to school facilities.
Assist Department of Architecture with studio keys and access.
Resolving issues identified in Fire Marshal report.
Serving as a Backup Building Emergency Liaison on all safety issues.
Facilitating building access and security of school in coordination with public safety office, information technology and other central offices.
Serving as primary contact for facilities occupied by the school during the breaks.
Serving as the school’s representative for inclement weather issues, building closures, accidents, legal notices, and interpersonal disturbances.
Receptionist/Front Office (15%)
Serves as receptionist for guests/colleagues to the Office of the Dean.
Answers the telephone and greets visitors to the office.
Maintains guest parking for school visitors.
Manages faculty and staff phone lists.
Receives and organizes mail delivery, including the delivery of large items and furniture.
Manages mailroom including order supplies and keeping it organized
Perform other duties as assigned by the supervisor. Such duties may include program assessment, communications, venues, catering, materials, and more.
Req ID (Ex: 10567BR) :28243BRDisclaimer: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, 8-5FLSA Status:NonexemptContact Information to Applicants:Jim [email protected] Qualifications:
High School diploma/GED and 2 years of office experience or 2 years of post-secondary education.
Excellent written, verbal, and emotional intelligence communication skills as evidenced by application materials and demonstrated in interview process.
Employee Class:U-Unclassified Professional StaffAdvertised Salary Range:35,000-42,000FTE:1.0Preferred Qualifications:
Bachelor's degree from an accredited institution.
Work experience that required use of Word, Excel, Outlook, and database software.
Experience in providing administrative support in an office setting.
Experience in work settings with a wide range of groups and/or individuals.
Work experience requiring a high level of organization.
Strong customer service skills and/or experience.
Experience managing multiple projects, coordination of events/activities, or arranging travel related activities.
Position Overview:The Administrative Associate of the School of Architecture & Design performs a broad range of duties to ensure efficient and effective operations of the school, and its administration and facilities. The successful candidate will support administrators, and occasionally faculty, staff, and students, to ensure operational activities and requests are acted upon in a timely, accurate, mission-driven, and service-oriented manner. This position is designated as in-person and reports to the Associate Dean of Administration of the School of Architecture & Design.Reg/Temp:RegularApplication Review Begins:15-Jul-2024Anticipated Start Date:05-Aug-2024Additional Candidate Instruction:A complete application includes:
Cover letter addressing the required and preferred qualifications;
Resume;
Contact information for three professional references (including at least one previous or current supervisor); and
Completion of the online application.
Only complete applications will be considered. To ensure consideration, please apply by review date of July 15, 2024.Job Family:Administrative Support-KULWork Location Assignment:On-Site