Administrative Associate Sr, Chancellor's Office

Job Description

40% Office Operations

• Manage reservations for office conference rooms and reserved parking stalls utilizing departmental calendars and the KU Parking Portal. Coordinate technology in the Regents Room, including establishing video conference calls, preparing the laptop for presentations, and placing conference calls.

• Serve as the office liaison with the Shared Service Center representative. Assist with paying invoices, processing P-Cards, submitting reimbursements, and collecting documentation for the office and team.

• Retrieve, sort, and distribute all office mail. Prioritize and date stamp mail addressed to the Chancellor. Apply postage to outgoing federal mail, prepare FedEx shipments, and deliver federal and campus mail by the end of each business day. Prepare bulk mailing projects as needed. Monitor postage meter and work with accountant to insure adequate postage funding.

• Maintain office supplies, beverage station, storage closet, and office equipment - with knowledge of their use and repair. Purchase special items to be gifted by the Chancellor for guests, dignitaries, etc. Check inventory to ensure adequate supply of important items on hand.

• Serve as the main point of contact with Facilities Services and Operations responsible for coordinating repairs, submitting work orders, and assisting with special projects (office moves, renovations, etc.).

• Maintain Strong Hall building directory. Serve as building contact for construction / renovation notifications.

• Update the office manual on a routine basis.

30% Reception & Customer Service

• Serve as the gatekeeper and first point of contact for the Chancellor's Office and leadership offices located in the Strong Hall East Wing (CFO, Public Affairs, General Counsel, and Provost Office). Receive, guide, and interact with visitors of varying backgrounds and temperaments in a friendly and courteous manner using tact, patience, and discretion. Visitors can include Board of Regents officials, State Officials / Legislators, Federal Delegation, corporate officials, alumni, University officials, faculty, students, parents, the general public and the media.

• Remain aware of the current initiatives of the office, campus and institution and understand the inner workings of the University. Initiate and maintain a network of relationships with key offices throughout the University (Bursar's, Registrar's, Student Affairs, Advising, Admissions, etc.) so concerns are resolved in a timely and effective manner.

• Field mainline phone calls - independently responding to inquiries, addressing complaints, and resolving issues presented (sometimes sensitive, difficult, complex and/or confidential) by connecting with appropriate University contacts.

• Communicate with other executive suite front office staff on matters such as hospitality, office hours, security, and more. Problem solve on a regular basis using high levels of discretion at all times.

20% Administrative Support:

• Compile and update various phone, mailing and contact lists - including University presidents/chancellors, city/county/state officials, local/federal government organizations, area Chambers of Commerce, and local school boards.

• Using Word and Excel, create mail merges and run labels for various mailings. Prepare name tags and table tents for meetings and events.

• Provide administrative support in the absence of other staff members.

10% Other Responsibilities:

• Office representative on the Kitchen Committee for the executive suite shared kitchen.

• Provide administrative support for the KU United Way campaign, working with the United Way of Douglas County and the KU chair and KU United Way committee.

• Assist with University-level annual and one-time events - including but not limited to Commencement.

• Serve as a notary public for the Chancellor's office.

Required Qualifications

• Bachelor's degree OR High School diploma/GED and four years of experience in skilled clerical, accounting, auditing and/or administrative support work.

• Demonstrated experience with handling and resolving problems, using independent judgment, and gaining necessary knowledge to apply to resolution of problems.

• Excellent verbal interpersonal skills in providing support to a diverse population through interview process.

• Strong written communication skills as evidenced through application materials.

• Experience with office computer systems including Microsoft Suite: Outlook, Word, and Excel; Zoom and related technologies.

• Experience handling sensitive and/or confidential materials with discretion as demonstrated by related experience / work history.

Preferred Qualifications

• Experience providing support in a university setting.

• Experience in an executive office or clerical setting.

• Experience with KU Structures, policies, and procedures.

• Notary Public