Job Information
University of Kansas Administrative Associate Sr in Lawrence, Kansas
28926BR
Job Title:
Administrative Associate Sr
Department:
International Affairs Admin
Primary Campus:
University of Kansas Lawrence Campus
Job Description:
Community Outreach and Event Coordination (35%)
Provide logistical and on-site support (set-up and take-down in particular) to the Internationalization Manager for ad-hoc programs and regularly scheduled on-campus events related to KU’s internationalization efforts.
Prepare and provide invitations, programs, and supporting materials for campus-based events and programs.
Support the logistical coordination of multi-office (area centers and KUIA administrative offices) outreach engagements that involve KU personnel promoting international initiatives at off-campus sites. This includes liaising with partners, completing registrations, and helping to identify the staff who would travel to site (K-12 institutions, businesses and post-secondary institutions, for example) for the activity in collaboration with the Associate Vice Provost for International and Global Engagement and area center directors.
Create and maintain an integrated international outreach contact database for the units of International Affairs.
Maintain an organized filing system for event/programming-related receipts/invoices, submit to budget manager in a timely manner, and follow up on items as requested.
Visitors, Delegations and Hospitality (20%)
Prepare and maintain informational packets for visitors and special programs.
Prepare and provide meeting invitations, agendas/schedules and supporting materials for meetings with incoming visitors.
Purchase gift supplies for visitors and recruiting trips, and wrap gifts as needed.
Set up conference rooms for formal meetings and hosting.
Prepare coffee and tea for formal meetings with outside visitors.
Monitor and purchase hospitality-specific supplies.
Provide incoming delegations with local arrangements support (travel advice, hotel reservations, local directions, campus meeting coordination).
Take meeting notes and disseminate as requested or as needed.
Prepare follow up correspondence for internal and external meetings, as needed by KUIA leadership.
Calendaring & Support (20%)
Provide meeting scheduling support as needed for the Associate Vice Provost for International and Global Engagement, the Provost Fellow for Curriculum and Faculty Internationalization and the Provost Fellow for International External Engagement.
Support the area studies center directors as needed with scheduling meetings with campus leadership.
Prepare and provide meeting invitations, agendas and supporting materials for meetings and committees including minutes and follow-up on action item status.
Reception (15%)
Greet and receive office visitors, students, faculty, scholars, and staff.
Respond to departmental email, phone, walk-in inquiries. Make referrals as appropriate.
Answer and transfer phone calls and take messages.
Manage the office’s mail and voicemail.
Manage office bulletin boards and displays.
Maintain reception area.
Office Support (5%)
Receive deliveries at reception and distribute.
Serve as back-up office management support for the Executive Assistant.
Other Duties as Assigned (5%)
Note: This position will involve some hours outside of the typical workday, including attendance at occasional evening or weekend events .
Req ID (Ex: 10567BR) :
28926BR
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.
FLSA Status:
Nonexempt
Contact Information to Applicants:
Whitney Denning
whitneydenning@ku.edu
Required Qualifications:
High school diploma or GED equivalency and four years of office experience or four years of post-secondary education.
At least one year experience using Microsoft Office Suite.
Experience scheduling meetings and events for office staff and management as demonstrated by application materials.
Prior work experience handling sensitive and/or confidential materials.
Excellent written and oral communication skills as demonstrated by application materials and prior work experience.
Prior work experience that required planning, organizing, and meeting deadlines.
Employee Class:
U-Unclassified Professional Staff
Advertised Salary Range:
$42,000.00
FTE:
1.0
Preferred Qualifications:
Experience working with international populations.
Experience working within a post-secondary higher education context.
Position Overview:
The Administrative Associate Sr is often the first face and voice for the International Affairs division at KU. This person sets the tone for providing excellent service to faculty, staff, students and visitors. General responsibilities include welcoming office visitors, directing email and phone inquiries, making arrangements for hosting visiting international delegations to campus, setting up campus meetings with and for International Affairs leadership, providing logistical and on-ground support for division-sponsored events and programs, and providing campus-based administrative support to the international and global engagement leadership team, including the Associate Vice Provost for International and Global Engagement, as well as the Provost Fellow for Curriculum and Faculty Internationalization and the Provost Fellow for International External Engagement. This position will report to the Program Coordinator who manages internationalization initiatives and associated activity for International Affairs.
Reg/Temp:
Regular
Application Review Begins:
13-Sep-2024
Anticipated Start Date:
14-Oct-2024
Additional Candidate Instruction:
A complete application includes:
Cover letter addressing how you meet the required and preferred qualifications.
A resume/CV
Contact information for three professional references (including at least one previous or current supervisor).
Completion of the online application.
Incomplete applications will not be considered.
Application review begins Friday, September 13th, 2024 and continues until a pool of qualified applicants is identified.
Job Family:
Administrative Support-KUL
Work Location Assignment:
On-Site