Executive Assistant

University of Kansas
United States, Kansas, Lawrence
1450 Jayhawk Boulevard (Show on map)
Dec 18, 2024
Position Overview The Executive Assistant is the principal assistant to the Edwards Campus and School of Professional Studies (SPS) leadership team located in Overland Park, KS. The Executive Assistant advocates and promotes the Edwards Campus and SPS agendas, working closely with their counterparts on the Lawrence and Medical Center campuses to ensure open communication and progress on issues that affect the Edwards Campus, SPS, and the entire university. The Executive Assistant keeps in close and regular contact with the Associate and Assistant Deans and Director of Administrative & Fiscal Services to stay abreast of evolving issues and concerns, enabling the Executive Assistant to make independent decisions about leadership schedules and priorities. The Executive Assistant assists the leadership with priorities by overseeing/ managing the allocation of time and effort, the preparation and oversight of background materials, and the strategic scheduling of meetings and interactions with external constituencies. About Edwards Campus: The mission of the KU Edwards Campus (located in Overland Park, KS) is to bring high-quality education programs to serve a vast range of workforce, economic, and community needs with a particular focus on the KC region. We provide lifelong education programs, research activities, and entrepreneurial initiatives that address present and future workforce needs and important community and state-wide problems. Job Description Associate and Assistant Deans Administrative Support - 45% Maintains the Associate and Assistant Deans' schedules and is the front-line person for access to the Associate and Assistant Deans (ADs). Employee must work independently and have frequent interactions with internal and external constituencies of the Edwards Campus and SPS. Screens inbound requests and refers to the appropriate administrator if necessary. Works with the SPS Academic Program Administrative Associate to ensure agendas are prepared for each of the campus- and school-level groups that meet regularly with the ADs, keeping campus and school priorities in mind. Coordinates appointments to Edwards Campus committees chaired by the ADs. Processes invoices and purchasing requests for the ADs; Ensures the inventory of supplies and needed orders for materials related to office use are made promptly. Manages all aspects of travel arrangements and processes reimbursements for Edwards Campus and SPS ADs, including reservations, lodging, conferences, etc. Organizes shared drive documents, including maintaining updated versions, appropriately archives files, and assists with general organization. Ensures that all appropriate correspondence, forms, and documentation are saved and filed per campus and university policy. Assists the Director of Administrative & Fiscal services and collaborates with the HR Partner in the management of human resources for staff, faculty, and lecturer appointments and reappointments, notifies HR of faculty overload payments, and updates and maintains onboarding processing procedures. Coordinates phone and in-person interview schedules for faculty searches. Handles special projects and assignments from the Deans, as needed. Coordinates payments for professional memberships for Edwards Campus and SPS leadership. Chairs the Edwards Campus Policy and Procedure Committee. Coordinates submission, approval, and periodic review of SPS policies with the KU Policy Library. Center for Faculty and Academic Administration Support - 40% Supports onboarding and offboarding of KU Edwards Campus faculty and staff, including initiating the checklist documents to appropriate team members, maintaining KUEC email distribution lists, maintaining emergency contacts for employees, notifying Marketing & Communications of changes to KUEC and SPS "people" webpages, distributing important KUEC documents and forms, ensuring initial office supplies are provided to new employees, office/cubicle nameplates are created, and business cards and magnetic nametags are ordered. Processes reimbursements for Center for Faculty and Academic Support (CFAA) leadership and staff. Along with the CFAA project manager and the SPS Academic Program Administrative Associate, maintains the Program Director's calendar. Works with the SPS Academic Program Administrative Associate on the following: Update the KUEC Recruitment Activities spreadsheet and distribute the updated spreadsheet weekly. Maintains the KUEC Faculty Handbook. Ensure a spreadsheet of faculty teaching at Edwards is created each semester. Spreadsheets are used by the KUEC Center for Faculty & Academic Administration and Marketing and Communication Departments to communicate important Edwards Campus information to faculty. Ensure appropriate scheduling, approval, and reimbursement for Edwards Campus and SPS faculty travel and other expenses, including reservations, lodging, conferences, etc. Coordinates general reporting needs such as gathering information, preparing drafts, and managing report archives for CFAA. Provide back-up support for the SPS Academic Program Administrative Assistant. Provide tracking of SPS syllabus submissions and online course QM reviews through CODL. Catalog and Program Development Support - 10% Coordinate school- and program-level catalog edits approved by appropriate policies and governance processes. Support new program development initiatives related to aligning proposal forms with catalog expectations and deadlines. Coordinate the annual review of SPS course prerequisites. Review new program and course proposals as part of the Academic Council review process for consistent language and requirements with other SPS programs and courses Supervision- 5% Manages searches, appointments, compensations, evaluations, reviews, professional development, promotions, merit raises, and dismissals for the SPS Academic Program Administrative Associate. Supervises the SPS Academic Program Administrative Associate and provides mentoring and leadership to other administrative staff as needed. Ensure hospitality-related support for the Center for Faculty and Academic Administration (CFAA) professional development activities, workshops, and orientation sessions are provided as needed. Position Requirements This position will be located in Overland Park, KS Required Qualifications Bachelor's degree and 7 years of relative experience OR high school diploma/GED and 10 years of office experience (such as account manager, skilled clerical, accounting, auditing, and/or administrative support work). Experience or education with project management and the ability to handle multiple projects at once, as evidenced by work experience. Excellent written communication skills, as evidenced by the application materials. Experience working with a wide range of people from various circumstances, as evidenced by application materials. Experience using basic office computer systems, such as MS Word, Excel, and PowerPoint, as evidenced by application materials. Supervisory experience of regular full-time staff. Preferred Qualifications Experience providing administrative and calendaring support to top leaders, preferably in higher education. Strong interpersonal skills and ability to work as a team member, as demonstrated by previous work history. Professional experience requiring strong communications skills, prioritizing tasks, and time management. Experience with data entry, ensuring data accuracy, and identifying discrepancies. Experience working in higher education. Knowledge of the University of Kansas structure, organization, and administration as evidence in application materials. Knowledge of non-traditional higher education campuses as evidence 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 January 3, 2025. To ensure consideration, please apply before the review date. Contact Information to Applicants Laurie Brown lauriebrown@ku.edu 913.897.8410 Advertised Salary Range $50,000 - $65,000, commensurate with experience. Work Schedule 8-5 M-F, minimum 3 days per week on-site at the Edwards Campus. Hybrid schedule to be determined between chosen candidate and supervisor. Application Review Begins Friday January 3, 2025 Anticipated Start Date Monday January 27, 2025