Administrative Associate

University of Kansas
United States, Kansas, Lawrence
1450 Jayhawk Boulevard (Show on map)
Nov 02, 2024
Position Overview The University of Kansas invites applications and nominations for the position of Administrative Associate for the Student Engagement Center. The Administrative Associate will report to the Director of the Student Engagement Center. The Student Engagement Center at the University of Kansas serves as a hub for student involvement, leadership development, impact programs and resources, and community programs. Through the Student Engagement Center, KU students deepen their connection to each other and KU by exploring communities and opportunities to thrive during their Jayhawk experience. Students will engage through registered student organizations, leadership experiences, and professional development workshops. The Center will impact students by providing for direct needs in the Campus Cupboard, Pregnant and Parenting Pantry, clothing closets, and the Emergency Aid Network. Jayhawks will build community as they connect with peers and engage in student support programs.The Student Engagement Center enhances existing programs by providing greater resources and deeper connections across Student Affairs. The Administrative Assistant for the Student Engagement Center will support the Director and serve as the office manager. This position will be responsible for managing calendars and schedules as well as assisting with various projects. This position will work in partnership with administrative staff of the provost and relevant KU offices. This position requires an individual who has the ability to interact with public inquiries regarding records or services in a professional, courteous manner. This position will handle room scheduling for the Sabatini Multicultural Resource Center and coordinate student hourly positions; this will involve the ability to multi-task for the director and to maintain multiple schedules and workflows. This position handles highly sensitive, confidential and/or personnel issues and is charged with safeguarding the information accordingly. On a regular basis the position word processes, composes and edits official correspondence, reports, or other confidential documents as required. This position uses a variety of computer software to complete administrative assignments. Job Description Communication (30%) Greet visitors, answer phone calls, and respond to departmental emails. Answer inquiries about the Student Engagement Center functions, events, and activities. Using independent judgment, determine what requires immediate attention of the Director and refer other matters to appropriate staff and departments. Maintain the SEC listserv, and create monthly SEC newsletters. Administrative (30%) Schedule appointments for SEC staff in person, and via telephone and email between students, faculty, and other administrators on campus and within the community. Because of the complexity of schedules it is important that meetings are scheduled without conflicts or errors. Work with student organizations, campus departments, and outside vendors to maintain Sabatini Multicultural Resource Center classroom, lobby, and conference room calendars, equipment, and technology. Order office equipment, supplies, and other promotional items. Maintain flyers, brochures, and other outreach materials for display and referral. Budget/Personnel (20%) Hire, train, and supervise student assistants who provide front desk coverage in the evenings and in the absence of the Administrative Assistant. Be knowledgeable about university business/personnel policies and procedures. Work with the Director and fiscal personnel to process payments for invoices received. Accept and document receipt of payments for SEC retreats. Website Management (10%) Design and manage links, language, and announcements on oma.ku.edu website. Create forms and compile data from online applications for SEC retreats and scholarship offerings. Update KU calendar with SEC events. Other (10%) Other duties as assigned. Required Qualifications High School diploma or GED equivalence and two years of office experience or two years of post-secondary education. Previous experience that required working independently, as evidenced in application materials. Demonstrated work experience using Microsoft Office suites and business software skills, as evidenced in application materials. Effective written communication skills as evidenced by application materials Experience with website creation/Content Management System (CMS), as demonstrated in application materials. Preferred Qualifications Minimum of three years' experience in a professional office setting. Advanced proficiency in Microsoft Office suites and business software skills, as evidenced in application materials. Strong interpersonal skills and ability to work as a team member, as demonstrated by previous work history. Experience with procurement systems, as evidenced in application materials. Additional Candidate Instructions In addition to the online application, the following documents are required to be considered for this position: Cover letter describing how you meet the required and preferred qualifications. Resume List of three (3) professional references Only complete applications will be considered. Application review begins Tuesday, November 12th, 2024 and and will continue until a qualified pool of applicants are identified. Contact Information to Applicants Jordan Brand J.brandt@ku.edu Advertised Salary Range 45,000 Work Schedule M-F 8AM to 5PM Application Review Begins Tuesday November 12, 2024 Anticipated Start Date Monday December 9, 2024