Job Information
University of Kansas Administrative Associate in Lawrence, Kansas
29585BR
Job Title:
Administrative Associate
Department:
Wonderful Inst fr Sustnbl Engr
Primary Campus:
University of Kansas Lawrence Campus
Job Description:
45% Office Support and Scheduling
Serve as the main WISE receptionist.
Assist with walk-in requests, phone calls, and emails.
Assist with scanning, copying, and faxing
Assist with travel coordination for faculty, staff, students, and guests.
Assist with WISE purchase of office supplies, event catering, and ordering as needed.
Help manage departmental resources, office space inventory, and maintain visual monitors, including electronic student resources and the WISE display case.
Serve as a point of contact for some internal offices, including IT and facilities.
Assist in management of the scheduling of WISE meetings and events, including board meetings.
Collect and distribute incoming and outgoing mail, packages, and create shipping labels.
Maintain staff/faculty directories and contact lists.
25% Director and Faculty Support
Respond to general director/faculty requests.
Assisting in the coordination of WISE meetings, including scheduling, planning, and distributing agenda items and recording meeting minutes where necessary.
Support for the Director with accounting and HR tasks, in collaboration with Shared Service Center staff, including support for KU Endowment processes.
Assist in support for staff/student/post-doctoral researcher/research professor searches: coordinate interview schedules and payments through SSC for job candidate reimbursements; post ads to publications & related advertising websites; coordinate and create itineraries for campus visits for post-doc/research professor searches.
Support for annual evaluations and student awards.
Distribute information to WISE faculty, staff, graduate students, undergraduate researchers via email.
Assist with record keeping.
25% Communication & Event Planning
Coordinate and develop content for WISE newsletters and communications.
Update and maintain WISE websites and assist with management of content, including websites, WISE news, and events.
Create and maintain social media outlets, collecting and editing information from faculty, post-doctoral researchers and graduate students.
Update email and mailing lists for announcements.
Assist in planning and coordination of events, such as room reservations, itinerary planning, presenter logistics, scheduling, RSVPs, and communications.
Attend events to provide support, including pre- and post-event support.
Prepare communications for donors.
5% Other
- As specified by the WISE, based on need.
Req ID (Ex: 10567BR) :
29585BR
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, 8hrs/day
FLSA Status:
Nonexempt
Conditions of Employment:
Contingent on Funding
Contact Information to Applicants:
Mark Shiflett
mark.b.shiflett@ku.edu
Tiffany Oquendo
toquendo@ku.edu
Required Qualifications:
Bachelor’s degree with at least two years of office experience (such as account manager, skilled clerical, accounting, auditing, and/or administrative support work).
Experience with basic office computer systems to include experience with MS Word, PowerPoint and Excel as evidenced by application materials.
Strong written communication skills as evidenced by application materials.
Employee Class:
U-Unclassified Professional Staff
Advertised Salary Range:
$50,000-53,000
FTE:
1.0
Preferred Qualifications:
Bachelor’s degree in Business Administration.
Higher education administrative support experience.
Experience with the university's online student records system and knowledge of university academic policies and procedures.
Skilled in MS Word, Excel, PowerPoint, Adobe, and web based applications (e.g., WordPress)
Strong time management skills and the ability to prioritize workflow.
Highly skilled in interpersonal relations.
Strong verbal communication skills.
Eagerness to take on new tasks.
Position Overview:
The Administrative Associate position involves general assistance with the day-to-day needs and functioning of the Wonderful Institute for Sustainable Engineering (WISE) for faculty, staff, and students. The position reports to the director of WISE. The Administrative Associate must have strong communication, organization, and computer skills. Duties for the position cover a large and diverse range of responsibilities including, but not limited to, serving as the main WISE receptionist, managing director and WISE faculty scheduling, managing conference rooms, assisting with faculty and guest travel, creating itineraries for visiting scholars, taking meeting minutes, managing office (and some lab) supplies, assisting with ordering supplies and materials, WISE on-boarding/off-boarding, updating directories and contact lists, scheduling WISE meetings and safety meetings, updating WISE social media and websites, organizing special projects (e.g., research proposals, organizing ISE banquets, candidate interviews). This position is an on-campus, in-person position.
Reg/Temp:
Regular
Application Review Begins:
15-Jan-2025
Anticipated Start Date:
16-Feb-2025
Additional Candidate Instruction:
In addition to the online application, the following documents are required to be considered for this position:
Cover Letter
Resume
3 Professional References
Only complete applications will be considered.
Application review begins Friday, January 14, 2025, and will continue until a qualified pool of applicants is identified.
Job Family:
Administrative Support-KUL
Work Location Assignment:
On-Site
Position Requirements:
- Work location statement: This position works primarily on-site, but limited remote work may be considered per mutual agreement between the WISE director and selected candidate.