Administrative Associate Sr

Job Description

30% Appeals (FacEx Petitions & Hearing Boards):

• The Administrative Associate Senior, with direction and support from the Executive Assistant, is responsible for facilitating FacEx Petitions and ensuring procedures are followed.

• Receives and reviews FacEx petitions for completeness and records the petition before forwarding to individual departments for review and approval.

• Tracks and forwards to the FacEx Appeals Committee for approval.

• Ability to interpret diverse academic and departmental policies and track university changes. This involves contacting administrators, instructors, students, or staff, obtaining additional documentation, ensuring that the appropriate academic policies are referenced and required signatures obtained.

• Provides accurate information to administrators, instructors, students, staff, and the FacEx Petition Committee regarding various academic policies such as credit/no credit, withdrawal, academic forgiveness, course cancellations, changing courses and sections, impact on student's transcript, grade changes, tuition reimbursements, etc.

• Maintains a permanent log of appeals received, maintains a record of the committee's decisions, and forwards the final decision to the student and to appropriate administrative offices for action.

• Coordinates with EA on complex issues concerning FacEx petitions and processes.

• Ensures confidentiality regarding student records involved in FacEx Petitions.

• Provides support for the Executive Assistant in facilitating Hearing Board appeals and ensuring procedures are followed.

20% Communication:

• Provides initial point of contact for persons inside and outside the University who inquire about Governance activities, policies, and procedures. Coordinates with Executive Assistant on complex matters, questions, and other related needs. Requires knowledge of and familiarity with the University Senate Code, University Senate Rules and Regulations, Faculty Senate Rules and Regulations, and the procedures governing the University Judicial Board, FacEx Appeals Committee, and the Disciplinary Action Hearing Board.

• Provides University Senate Committees resource support. On behalf of SenEx, the Associate contacts staff members regarding willingness to serve on University Senate Committees, Commissions, and Boards. Additional support includes: schedules and arranges meetings for University Senate Committee chairs; conducts research activities examining past reports and actions, etc.; monitors due dates for the University Senate committee charges that SenEx gives to each committee and requests interim or special reports as needed.

20% Support for the University Senate President:

• Maintains frequent contact with the Executive Assistant, and the University Senate President.

• Communicates with internal and external constituents and conducts research and archival reporting on governance issues.

• Takes detailed minutes at University Senate and University Senate Executive meetings identifying action items and tracking the status of the action items for the University Senate and University Senate Executive Committee meetings.

• Provides technical support (Zoom, Microsoft Office Teams, conference room setup) for Faculty Senate and the Faculty Senate Executive meetings, etc.

• Provides backup for the Executive Assistant.

20% Support for Staff Senate and the Staff Senate President:

• Maintains frequent contact with the Staff Senate President and sends Staff Senate emails from the Governance account when needed.

• Attends Staff Senate meetings and, if needed, Staff Senate Executive Committee meetings.

• Maintains Staff Senate web pages.

• Facilitates Staff Senate elections. Prepares online nomination form and emails to all staff; verifies each nominee's eligibility, title, and willingness to serve; prepares and distributes ballot to all staff; compiles election results and notifies winners in coordinate with the Staff Senate Elections Committee.

• Facilitates staff committee appointments. Prepares online preference form and emails to all staff; compiles preference results and coordinates appointments with the Staff Senate President. Sends Staff Senate Standing Committee volunteers to Committee Chairs.

10% Other Governance Duties:

• Maintains Governance web pages, including posting minutes of standing committees/boards and items pending before the University or Faculty Senate.

• Maintains Governance social media accounts, posting about upcoming events and opportunities.

• Updates and monitors email and membership lists for SenEx, FacEx, University Senate, Faculty Senate, Staff Senate and governance committees.

• Support for SenEx Basketball committee, as needed. Support for bi-annual "select-a-seat" day for faculty/staff retirees regarding seating.

Required Qualifications

• High School diploma/completion of G.E.D. equivalency and four years of office experience or four years of post-secondary education.

• Professional work experience in providing administrative support to an executive, leadership, board of trustees/directors or a complex organization, or an advanced degree (MA level).

• Experience with Microsoft Office products, Zoom and/or related technologies.

• Demonstrated work experience requiring attention to detail and strong organizational skills as identified in application materials and quantified through interview and references.

• Experience working with confidential and/or sensitive information.

• Strong written and verbal communication skills as demonstrated through application materials, interview and references.

Preferred Qualifications

• Experience in updating/maintaining website information.

• Experience in working with and interpreting policy, legal statutes, or related field.

• Experience in or ability to work with a wide range of constituents at various levels of seniority and rank.

• Familiarity with the KU Lawrence and Edwards Campuses.