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Administrative Assistant

University of Kansas
United States, Kansas, Lawrence
1450 Jayhawk Boulevard (Show on map)
Feb 21, 2025
Position Overview The Administrative Assistant provides administrative support for faculty and may manage student hourly employees for office administrative support. Duties include assisting faculty and staff with clerical and receptionist tasks, including filing, data entry, copying, scanning, drafting and editing documents, answering phones, and assisting visitors to the office. The person in this position is often the point of initial office contact for current and potential students and thus may provide initial academic support direction for our in-person undergraduate and both our in-person and online graduate students. This includes explaining where students can find established academic regulations, policies, and procedures and directing interpretive policy inquiries to others in the Department. Department communications and community building roles include engaging incoming and current students, and managing the department website and social media accounts. Successful candidates will demonstrate strong attention to detail, strong computer skills, exceptional written and verbal communication skills, organizational and interpersonal skills, as well as being self-motivated, reliable, friendly, and able to work diligently in a busy office environment. This position requires a self-starter who can multitask, think creatively, learn quickly, solve problems, see tasks through from beginning to end, and use discretion in handling confidential information. A reduced FTE (down to 0.75) may be considered if preferred by a very strong candidate. Job Description Office Administrative Support (80%) Provide office reception, including supporting faculty, staff, students, and other call-in or walk-in traffic with requested information Handle departmental correspondence, to include: Monitoring departmental e-mail accounts Preparing and sending meeting and event invitations Preparing and sending department announcements Preparing and summarizing department surveys Schedule seminars, rooms for testing accommodations, other faculty and student meetings, and help with other similar room reservations Assist in Aerospace Engineering equipment checkout (includes video equipment, cameras, projectors, computers, and office keys) Support or delegate faculty and GTA requests for photocopying, scanning and preparing other documents for classroom use Assist in Department events including scheduling/coordinating meetings, contracting meeting space and catering Assist with office supplies orders and office equipment (e.g., copiers) maintenance Maintain AE website and social media accounts Assist with Department community building events Assist with Department purchasing, particularly for office supplies, and with shipping and receiving Assist in Department reporting and bookkeeping, with both analyses of provided data and formatting summative documentation Other Duties as Assigned (20%) Maintain department image by updating bulletin boards, hiring photographers, etc. Assist departmental guests/visitors by supporting the traveler in using University procedures for booking hotel, rental car, airfare, etc. reservations; creating full itineraries; and providing logistics support before, during and after travel Organize departmental events, including annual banquets and meetings Taking minutes at assigned meetings or events Required Qualifications High school diploma or completion of G.E.D. equivalency and one year of experience in office administration or accounting, or a Bachelor's degree. Demonstrated strong written and oral communication, and organizational skills, as evidenced by application materials. One year experience in Microsoft Office (Outlook, Word, Excel and PowerPoint), and in navigating and establishing use of on-line materials, as evidenced by application materials. Preferred Qualifications One year's experience with University and/or School of Engineering requirements, policies, procedures, and system-wide software tools relevant to student academic success. Six months of experience meeting priority deadlines, as evidenced by work history. Strong attention to detail, as evidenced by application materials and work history. Six months experience with Web design or HTM, as evidenced by work history. Six months experience developing professional media using Adobe DC, Microsoft Publisher, Adobe InDesign and similar, as evidenced by work history. Additional Candidate Instructions Please include a cover letter, resume, and a list of three references with the online application. Application review begins on March 10, 2025, and continues as needed to collect a pool of qualified applicants. To ensure consideration, apply by Monday, March 10, 2025. Contact Information to Applicants Amy Borton aborton@ku.edu Advertised Salary Range Minimum $38,500, commensurate with experience and qualifications Work Schedule M-F 8-5 Application Review Begins Monday March 10, 2025 Anticipated Start Date Monday April 7, 2025