Executive Assistant

Position Overview

The Executive Assistant is the principal assistant to the Edwards Campus and School of Professional Studies (SPS) leadership team. 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.

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 Dean, 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%

• Assists HR Partner with onboarding and offboarding 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.
• Ensures hospitality-related support for Center for Faculty and Academic Administration (CFAA) professional development activities, workshops, and orientation sessions are provided on time.
• Processes reimbursements for 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 to update the KUEC Recruitment Activities spreadsheet and distribute the updated spreadsheet weekly.
• Along with the SPS Academic Program Administrative Associate, maintains the KUEC Faculty Handbook.
• Works with the SPS Academic Program Administrative Associate to 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.
• Works with the SPS Academic Program Administrative Associate to 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.
  
  
  

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.
  
  
  

Supervision – 5%

• Manages searches, appointments, compensations, evaluations, reviews, professional development, promotions, merit raises, and dismissals for the SPS Academic Program Administrative Associate.
• Provides mentoring and leadership for the SPS Academic Program Administrative Associate and any other employees who may be supervised by this position.
  
  
  

Required Qualifications

• Bachelor’s degree and 7 years of office experience OR high school diploma/GED and 10 years of office experience.
• Experience or education with project management, and the ability to handle multiple projects at once as evidenced by work experience.
• Excellent interpersonal and oral communication skills as well as editorial and written communication skills as evidenced by application materials, professional background, or reference calls.
• Experience working with a wide range of people in various circumstances.
• 3 years experience with Microsoft Office and calendar software products.
  
  
  

Preferred Qualifications

• Previous work experience providing administrative support to top leaders in higher education.
• Experience with the University of Kansas structure, organization, and administration, as evidenced in application materials..
• Experience with non-traditional higher education campuses, as evidenced in cover letter and resume.
  
  
  

Contact Information to Applicants

Laurie Brown

[email protected]

913.897.8410

Advertised Salary Range

50,000

Work Schedule

M-F 8-5pm

Application Review Begins

Wednesday November 6, 2024

Anticipated Start Date

Monday December 2, 2024