SILC Program Coordinator for Student Senate at The University of Kansas in Lawrence, Kansas

Job Description:

Position OverviewThe Student Senate Coordinator plays a pivotal role in providing administrative support and coordination within the Student Involvement & Leadership Center (SILC), focusing on facilitating the operations of the Student Senate and supporting various administrative functions. This position reports directly to the Assistant Director of Student Senate and Leadership Development.
Job Description[60%] Senate Advising and Event Coordination:

• Plan and organize student senate events and meetings, collaborating with relevant stakeholders to ensure successful execution.


• Coordinate logistics such as venue booking, catering, and event equipment setup, providing on-site support as needed.


• Partner with the Shared Service Center to process financial transactions (purchase orders, contractual services forms, W-9s, travel paperwork, P-card use & reconciliation, etc.) in conjunction with the Student Senate Treasurer and Fund Development Director for Student Senate, Center for Community Outreach, Alternative Breaks, and student organizations funded through Student Senate.


• Collaborate with assigned SSC Accounting Specialist to purchase office equipment and supplies using state guidelines.


• Assist student organizations and vendors in preparing the paperwork needed for these financial transactions, solving any corresponding issues, and then making the purchases or payments.


• Coordinate the managing departmental budgets, including tracking expenses and reconciling accounts for the Student Senate and related activities.


• Cooperate with the finance department for invoice processing, expense reports, and budget allocations, ensuring compliance with financial procedures.


• Prepare budget forecasts and reports to facilitate informed decision-making.


• Confirm event submission and approval via Rock Chalk Central for student organization events seeking funding from Student Senate.


• Collaborate with SILC communication channels to promote the Student Senate's online presence, engaging with students and enhancing visibility through various platforms.


• Develop and implement tools for assessing student organization satisfaction with Student Senate and the Student Senate funding process.


• Utilize data and analytics tools to assess the impact of Student Senate initiatives, track key performance indicators, and generate reports for internal stakeholders, university leadership, and funding entities.


• Supervise Student Senate employees and student leaders, engaging in professional development and accountability conversations as needed to enhance the student leadership experience.


• Supervise the SILC Peer Outreach Team and any related student engagement efforts.


• Guide student organizations and Student Senate leaders in best practices to engage KU students and amplify their presence in the KU community.


• Develop protocols and procedures for managing unexpected challenges that may arise during events or within student organizations, ensuring swift and effective responses to maintain safety and mitigate disruptions.

[30%] Administrative Support:

• Prepare and distribute correspondence, memos, and reports in a timely and accurate manner.


• Maintain electronic and hard copy filing systems to organize documents and facilitate efficient information retrieval.


• Handle incoming and outgoing communications, including answering phones, responding to emails, and monitoring the main SILC email inbox.


• Interact with visitors to the office, providing assistance and referrals as needed, maintaining a welcoming environment.


• Demonstrate proficiency in office equipment usage, including the Multi-function Device (MFD), for tasks such as printing and scanning documents.


• Maintain and update databases and spreadsheets as required, ensuring accuracy and completeness of data records.


• Assist in data entry tasks and information retrieval to support administrative and operational needs.


• Oversee office logistics, including monitoring and replenishing office supplies to ensure smooth daily operations.


• Coordinate campus mail services for student organizations and SILC staff, facilitating efficient mail handling.


• Organize and maintain office layout and appearance to create a conducive work environment.


• Manage incoming and outgoing mail and packages, ensuring timely distribution and delivery.


• Manage calendars, schedule appointments, and coordinate meetings for the Student Senate and SILC staff.

[10%] Other SILC Duties and Responsibilities

• Support the Assistant Director and Student Senate Advising team in long-range planning of student senate engagement initiatives.


• Develop and strengthen meaningful and sustainable relationships with campus partners and stakeholders.


• Serve on internal SILC committees.


• Other duties as assigned by SILC Director and/or Assistant Director.

Position Requirements

1. This position is required to work on-site.


2. Some evening and weekend work may be necessary.

Required Qualifications

1. Master's degree in Higher Education/Student Personnel, Social Work, Counseling, or a related field; or Bachelor's degree plus three years related experience working with college students through programs and services.


2. Experience with hiring, evaluating, staff development, and training within a post-secondary education setting.


3. Strong written communication skills and proficiency in using Microsoft Office suite.

Preferred Qualifications

1. Experience with budget management, event coordination, and data management preferred.


2. Knowledge of current issues in higher education and student development frameworks is desirable.


3. Exceptional leadership, organization, and problem-solving skills.

Additional Candidate InstructionsIn addition to the online application, the following documents are required to be considered for this position:

1. Cover letter addressing how the required and preferred qualifications are met;


2. Resume; and


3. Contact information for three professional references.

Application review will begin on 07/01/2024 and continue until a qualified applicant pool is identified.Contact Information to Applicants

Katie Treadwell, katie@ku.edu

Advertised Salary Range$45,0000Work ScheduleM-F, 8-5, some evenings and weekends requiredApplication Review BeginsMonday July 1, 2024Anticipated Start DateMonday July 15, 2024Apply to Job

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