Administrative Associate at KU SCHOOL OF BUSINESS in Lawrence, Kansas

Job Description:

The KU School of Business is seeking an Administrative Associate to provide support to the Management and Entrepreneurship academic area. This position provides a variety of specialized administrative support to Academic Area Director(s), faculty, lecturers, and students. This position also initiates financial processing for payments and reimbursements; serves as the primary contact for a range of constituents; and coordinates a wide range of activities including area events and guest visitors. This position reports indirectly to the Management and Entrepreneurship Area Director and directly to the Administrative Coordinator for the School.

The Administrative Coordinator is responsible for the professional development of the Administrative Associate. The position is one of a team of five that support all the academic areas across the school. Individuals with a team mindset, a work smarter not harder attitude, and strong customer service skills are encouraged to apply. This position is a unique .90 FTE, requiring only 36 hours per week; therefore, allowing flexibility for a better work-life balance. This position is designated as on-campus, with the flexibility to work remotely per School guidelines and KU policy.

The Administrative Associate’s office will be located in beautiful Capitol Federal Hall, a 166,500 square foot modern facility that the School of Business has called home since 2016. Position is benefits eligible. KU offers excellent benefits to employees including generous retirement contributions, paid vacation and sick leave, insurance, and various discount programs. Health insurance options are offered at the full-time equivalency rate even though the position is a .90 FTE. Full details are available at: https://humanresources.ku.edu/benefits. The successful candidate must have appropriate authorization to work in the U.S. before employment begins.

Job Description

50% Administrative Support. Provide administrative support to Area Director(s), faculty, and students. Duties may include but are not limited to:

• Monitors workflow within the office in the designated area(s) and ensures that the tasks are completed in a timely manner.
• Provides clerical support for the faculty, lecturers, and doctoral students, as authorized by the Area Director(s), including hiring of student employees.
• Maintains daily correspondence, ensuring that incoming and outgoing documents are properly processed and filed.
• Maintains electronic and/or paper filing systems and record keeping.
• May arrange appointments and maintain calendars for Area Director(s).
• Screens inquiries and directs issues/questions to the appropriate Area Director(s), as necessary.
• Coordinates new faculty recruiting process for area including candidate application materials, interview schedules, and travel arrangements.
• Assembles, distributes, collects, and processes course and instructor evaluation packets for each semester.
• Scans individual forms to create prescribed electronic files, saves files accordingly, and notifies individual faculty members of their results via email to meet deadlines.

20% Financial Transactional Support.

• Provide oversight of financial transactions and budget reporting.
• Duties may include but are not limited to: Initiates accounts payable process for financial transactions and travel reimbursements.
• Maintains an efficient process to organize and store all financial transactional documentation.
• Reconciles problems to ensure timely payment.
• Utilizes OAC to generate fund transaction information for cost centers as requested, including faculty PDA and student hourly expense accounts.

20% Constituent Relations.

• Coordinates and supports the relationships with constituents including advisory councils, donors, visiting scholars, corporate recruiters, other School of Business staff, students, and alumni.
• Duties may include but are not limited to: Assists in the organization of advisory council meetings and area special projects/speakers.
• Maintains database of donor and alumni contact information.
• Receives and acknowledges donor gifts.
• Assists the Communications Department with the preparation and distribution of area-specific marketing materials.
• Coordinates schedules for visiting scholars in arranging lodging and travel; schedules meetings, dinners and sends acknowledgements.

10% Office Management, Student Supervision and Miscellaneous.

• Responsible for ensuring smooth office functions and participating as a valued team member of the School of Business staff.
• May recruit, supervise and train student assistants.
• Assigns, reviews, and evaluates the workflow of the office.
• Responsible for the procurement of supplies and maintenance of inventory records for the Area(s).
• Reviews and recommends technological and procedural changes to ensure compliance with policy and improve work processes.
• Attends business school staff and faculty assembly.
• Participates in school and university wide committees and groups as requested.
• Completes other job-related duties as assigned.

Required Qualifications

• High School diploma or GED equivalency and two years of office/professional experience or two years of post-secondary education, as indicated on application materials.
• Proficiency with Microsoft Office Suite, including Word, Excel, and Outlook, as demonstrated on application materials.

Preferred Qualifications

• Professional job experience in providing customer service, accounting, auditing, and/or administrative support.
• Associates or bachelor’s degree. Knowledge of KU, state regulations or similar university structure.
• Excellent written communication skills as evidenced by cover letter.
• Past work experience demonstrating the ability to multi-task or work for multiple supervisors, as evidenced by work history.

Contact Information to Applicants - MarSue Mackey mmackey@ku.edu

Additional Candidate Instruction

• A complete online application requires: 1) Current Resume, 2) Cover Letter, 3) Complete contact information for three professional references.
• Review of applications will begin January 21, 2025 and continue until a qualified pool of applicants is identified.
• Advertised Salary Range - $38,000 minimum at .9 FTE
• Application Review Begins 21-Jan-2025
• Anticipated Start Date - 24-Feb-2025
• Primary Campus - University of Kansas Lawrence Campus
• FTE.90 Reg/Temp - Regular FLSA
• Status - Nonexempt
• Employee Class U-Unclassified Professional Staff
• Work Schedule - 36 hours per week between M-F 8-5
• Job Family - Administrative Support-KUL
• Work Location - Assignment On-Site

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.

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