Job Information
University of Kansas Administrative Assistant in Lawrence, Kansas
28163BR
Job Title:
Administrative Assistant
Department:
Law Administration
Primary Campus:
University of Kansas Lawrence Campus
Job Description:
40% Faculty / Administrative Support:
Creates, edits, and/or copies documents from a variety of formats for faculty and academic staff. Coordinates and performs work independently with various faculty, staff and associate deans. This includes coordinating travel and lunches for faculty workshops and providing support for the associate deans with other activities and duties related to their administrative roles including conference travel and programming. Serves as point of contact for students receiving disability testing accommodations. Maintains online tracking system of all accommodated students and alternate exam times. Coordinates accommodated exam scheduling with faculty and students and communicates alternative testing logistics to students. Administers accommodated exams and maintains confidentiality of stored and collected exams. Maintains highest standards around confidentiality, exam integrity and student anonymity in all testing situations. Maintains confidentiality of finals and project records. Proofs material for consistency of format, appropriate grammatical placements, and accuracy of information. Creates data merges and form files. Completes all work timely and accurately to meet deadlines. Examples of equipment/software used: Scanner, Word, WordPerfect, PowerPoint, Adobe Acrobat, Access, MS Notepad, and Adobe Photoshop. Coordinate and prioritize projects so that deadlines are met. Assists the Faculty Support position with overflow work as requested. Designs and maintains databases of frequent contacts for professors and the Dean for use in mail merges. Maintains current and past employee master address list and distributes internal phone list, prints reports for distribution, prints labels for mass mailings, etc.
20% Office Management:
Responsible for presenting a professional appearance by providing overall office management services timely and courteously, assisting in a friendly and helpful manner, and providing a positive and supportive environment to students, staff, administrators, faculty, and visitors. Specific duties include: overseeing administrative office reception and phone activities; scheduling appointments, events and classes; handling routine correspondence; overseeing mail services including sorting, metering, and distributing mail or other delivery packages; coordinating courtesy parking for guests and events as needed and assisting with building maintenance issues including maintenance requests in Maximo. Troubleshooting issues with office printers, copier, fax machine, and mail equipment. Tracking Pcard receipts and maintaining Pcard log, as well as completing procurement and hospitality forms as needed. Maintains vault inventory, informs staff of record retention policies, and oversees dispositions in accordance with KU or School policies. Maintains security of building keys. Distributes, at the direction of the administrative dean, and tracks keys given to faculty, staff and students. Places and removes holds on student accounts when keys are not returned. Obtains lost key fee from students as needed.
20% Room Scheduling:
Schedules meetings and room changes frequently and in line with room capacity as requested by faculty, staff, and student organizations. Coordinates and tracks student organization events to ensure compliance with procedures for scheduling. Assists Registrar with classroom changes before and during the semester. Assists in finding rooms outside the Law School when rooms in the school are unavailable or cannot accommodate a specific event/class.
10% Ordering and Maintaining Office and Event Supplies:
Orders routine office supplies through FITC and other items and office supplies as directed by the appropriate personnel/departments. Coordinates all ordering and deliveries for non-FITC supplies and services including Lindy Spring and Shred-It. Coordinates and orders supplies such as soda, water, paper supplies, ice, etc. for events and meetings. Tracks and monitors these supplies to ensure sufficient quantities are available.
10% Other:
Assist faculty and administrative offices including Communications, CSO, Admissions and Registrar with projects, events, workshops, intercession courses, visits from the judiciary, CLE programming. This includes ordering food, lunches and/or helping with setup and cleanup; greeting guests and visitors; preparing alumni correspondence and mailings; assisting with student hiring; preparing office space for new faculty, visitors or affiliates. Performs other duties and projects as assigned.
Req ID (Ex: 10567BR) :
28163BR
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, civilrights@ku.edu, Room 1082, Dole Human Development Center, 1000 Sunnyside Avenue, Lawrence, KS 66045, 785-864-6414, 711 TTY.
Work Schedule:
M-F; 8-5
FLSA Status:
Nonexempt
Contact Information to Applicants:
Leah Terranova
leaht@ku.edu
785-864-4357
Required Qualifications:
- High School diploma or GED equivalency and one year of office work experience or one year of post-secondary education.
Employee Class:
U-Unclassified Professional Staff
Advertised Salary Range:
Minimum starting salary: $35,776
FTE:
1.0
Preferred Qualifications:
Office management work experience.
Applied organizational, time management, and oral and written communication skills as evidenced by application materials and work history.
Experience applying excellent customer service and interpersonal skills, and ability to work effectively as part of a team.
Experience editing and proofreading, demonstrating strong word processing skills.
Position Overview:
This position manages and performs administrative office functions and serves as the Law School’s initial point of contact for faculty, staff, students, alums and other guests. Responsibilities also include faculty and administrative project support and word processing and disability testing accommodations administrative support. Position requires quality strong customer service skills and the ability to multi-task, organize, and prioritize work with minimum supervision. This is a full-time, benefits eligible, unclassified professional staff position.
If you are looking for a rewarding and dynamic career, look no farther 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!
Reg/Temp:
Regular
Application Review Begins:
26-Jun-2024
Anticipated Start Date:
15-Jul-2024
Additional Candidate Instruction:
Complete and submit the online application. Include a cover letter, resume and the names/contact information for three professional references.
Review of applications will begin June 26, 2024 and will continue until a suitable candidate is selected. To ensure priority consideration, apply before the review date.
This is an in-person 1.0 FTE (40 hours/week) position. Appointment at 0.75 FTE (30 hours/week) may be considered for qualified candidates.
Job Family:
Administrative Support-KUL
Work Location Assignment:
On-Site
Position Requirements:
On-site