University of Kansas Geology Alumni & Donors Relations & Scholarship & Programs Coordinator in Lawrence, Kansas

Position Overview

Geology Alumni and Donors Relations and Scholarship and Programs Coordinator (GADRSPC) prove support for the diverse activities funded via the Geology Associates Program (GAP). The GADRSPC assists the Chair of the Department of Geology, the Chair of the Geology Associates Advisory Board (GAAB), and coordinates with KU Endowment Association (KUEA) representatives to promote the interests of the Department of Geology to alumni, university administrators, and the general public. Currently, the GADRSPC is a full-time position paid primarily from endowed funds that are designated to support development of the Department of Geology.

The GADRSPC will become knowledgeable about KUEA Geology funds and inform the chair and associate chair(s) on the regulations, policies and procedures of using of KUEA funds. This includes identifying the sources of funding for individual faculty accounts (IFAs), travel and research support, and expenditures for special awards. Additionally, the GADRSPC is responsible for assisting faculty and students with travel logistics and reimbursement, especially field camp and fieldtrips funded through KUEA. The GADRSPC keeps accounting and bookkeeping records of commitments made by the chair, associate chairs, or by various faculty committees and works with the CLAS SSC personnel to ensure that appropriate projections and encumbrances are made and funds are available to honor such commitments.

The GADRSPC maintains alumni records and databases and serves as liaison with the Alumni Association. The GADRSPC communicates with alumni and is ultimately responsible for the production and distribution of the G-Hawker magazine, the Geologic Record semi-annual newsletter, the Fall annual solicitation, and others public relation assignments.

The GADRSPC provide support for the activities of the Geology Associates Advisory Board (GAAB) and includes communicating with GAAB members on behalf of the GAAB Chair of Department Chair, and acts as ‘recorder’ for GAAB. The GADRSPC is responsible for organizing the semi-annual meetings held in Lawrence. Once dates of meeting are determined by the GAAB, the GADRSPC works independently on all aspects of the meeting organization and ensures that dates of meeting are communicated to GAAB and faculty in a timely manner, and distributes appropriate information including minutes of prior meetings, meeting agenda, and lodging information.

The GADRSPC is responsible for organizing and coordinating a variety of faculty, student, and staff social events including student/faculty/staff reception, the Spring Honors Banquet, faculty and staff holiday reception, and others as needed. The GADRSPC attends conferences of the Geological Society of America and the American Association of Petroleum Geologist and organizes and publicizes activities including Alumni Receptions, special events such as award ceremonies, meetings of alumni/faculty committees and GAAB meetings.

Job Description

25% Alumni and Public Relations

  • Ensure that alumni records and databases are up to date. Coordinates with the Student Affairs Manager to ensure that information on graduating students is added to alumni databases.
  • Facilitates contacts between alumni by transmitting request for contact information to target alumni, including contact information of alumni soliciting contact.
  • Works with the contracted writer/editor of the G-Hawker Magazine and the Geologic Record Newsletter to ensure timely production. Serves as liaison between the faculty editor(s) and the professional editor and coordinates meetings, tracks stories, and provided needed information on alumni activities. Solicits yearly alumni updates and enters and edits updates for the G-Hawker magazine. Solicits photos or artwork for inclusion in the magazine or newsletter and archives or returns materials as solicited by contributor.
  • Compiles material such as scholarship and awards for use in press release. Works with contracted writer/editor to ensure press release are generated and distributed to appropriate venues.
  • Attends national meetings of the Geological Society of America, the American Association of Petroleum Geologists, and others as required. Organizes alumni receptions and other social events that target alumni and prospective donors. These activities include room reservation, catering arrangement, and AV equipment when needed.
  • Organizes alumni social events at alumni dense locations (Houston, Denver, Oklahoma City, Wichita, KC-Topeka-Lawrence) including game watching parties, award ceremonies (Haworth Distinguished Alumni Awards), and others. Coordinates with KUEA staff for fundraising opportunities in association with social activities in particular contacts alumni to arrange for meetings. Publicizes and issues invitations to the events.
  • Travels with department chair or designees to meet prospective donors and promotes department to alumni.

25% Provide support for activities of the Geology Associates Advisory Board.

  • Carries out special tasks and directives solicited by the GAAB chair, Department Chair, or GAAB committee chairs. These can include data gathering, meeting coordination, mailing to GAAB, committees, or alumni at large.
  • Serves as recorder during GAAB plenary meetings and generates minutes of meetings.
  • Sits in the GAAB alumni relations committee and works with committee to help implement initiatives and special projects.
  • Organizes all GAAB plenary and special meetings including semi-annual plenary meetings held in Lawrence (fall and Stop Day in the spring) and occasional meetings held during national conferences such as AAPG and GSA. Functions include: reserving venues for meetings, arranging meals offered during the meeting, reserving room blocks at local hotels, notifying GAAB members of deadlines and meeting dates, mailing pre-meeting materials, and other tasks as needed.

25% Departmental Support

  • Works with colloquium coordinator to coordinate travel by speakers, arrange local itinerary, publicize colloquia, and arrange for social events. Works with the CLAS SSC to ensure that travel and lodging arrangements are made.
  • Provides support to search and P&T; committees by maintaining files in support of search activities. Works with committees and CLAS SSC to schedule visits by prospective candidates.
  • Travel assistance for faculty, staff and students with their travel logistics and reimbursements.

20% Provides independent support for the Geology Associates program and activities supported by geology Associates funds.

  • Acts as an assistant to the department chair, associate chairs, and faculty regarding regulations, policies and procedures of using of KUEA funds.
  • Secures scholarship projections from CLAS SSC and works with chair to determine fund allocation to various scholarship programs including undergraduate and graduate scholarships
  • Works with various committees to secure information on scholarships and awards and communicates decisions to CLAS SSC
  • Secures fund projections from CLAS SSC and advises the chair on fund availability to meet financial commitments for IFAs and other discretionary uses.
  • Works with CLAS SSC to ensure charges are made to appropriate funds and independently keeps track of individual faculty funds and commitments of KUEA funds by the Geology Chair.
  • Generate and maintain public relation items including but not limited to: On a monthly basis generates ‘Thank You’ letters for donors. Distributes end of year holiday greetings and solicitation. Maintains plaques that acknowledge donors and awards funded by Geology Associates Programs.
  • Tracks and coordinates donor thank you letters to be sent by scholarship and award recipients funded by Geology Associates Programs.
  • Responds to KUEA development staff queries on fund utilization including names of awards and scholarship recipients.
  • Contacts alumni and prospective donors on behalf of the chair and KUEA development staff to coordinate visits.
  • Organizes yearly Honors Banquet held on Spring Stop Day. This includes reserving venue and coordinating with caterers. Produce all award/scholarship letters, plaques, and certificates to be presented to student. Issues invitations to students, faculty, staff, and special guests.
  • Deposit cash and checks into Dept. Accounts.

5% Other duties as assigned.

Required Qualifications
  1. High School diploma or GED equivalency and two years of office experience; or two years of post-secondary education
  2. Working knowledge of word processing (Word), spreadsheets (Excel), and databases (File Maker Pro) as demonstrated by application materials and prior experience
  3. Availability to travel within North America for periods of up to a week including weekends
Preferred Qualifications
  1. 5 years’ experience in higher education
  2. Experience with KUEA regulations and practices
  3. Experience with KU Alumni Associate Data
  4. Experience with KUEA IFAS software
  5. Experience with organization and coordination of events such as meetings attended by out of state individuals, banquets, receptions, and public ceremonies (awards and recognition).
  6. Experience with use of social media for public relations and information dissemination
Contact Information to Applicants

Professor Jennifer Roberts (

Additional Candidate Instruction

A complete application will include a cover letter, resume, and list of 3 professional references. Application deadline is 12/12/18.

Work Schedule

M-F, 8-5


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,, 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).

Advertised Salary Range: Beginning at $36,000 depending on qualifications

Application Review Begins: 12-Dec-2018

Work Location: University of Kansas - Lawrence

FTE: 1.0

Reg/Temp: Regular

FLSA Status: Nonexempt (Hourly)

Employee Class: U-Unclassified Professional Staff

Anticipated Start Date: 07-Jan-2019

Job Family: Administrative Support-KUL