Administrative Associate

Job Description

50% Program Management

• Provide general assistance and support with walk-in requests from faculty and staff associated with Undergraduate Biology, Ecology and Evolutionary Biology, and Molecular Biosciences.

• Schedule meetings and visits for the Directors, Associate Director, and Assistant Director.

• Provide support for advisors and student scheduling; provide a welcoming environment and reception for students visiting the office, verify student appointments and introductions to appropriate advisor.

• Assist with scheduling BIOL courses and enter updates in Enroll & Pay via Green Scheduling, which entails entering assignments for approximately 150 courses offered by the department. Coordinate with other departments on campus to properly schedule combined classes. Makes all necessary changes through Enroll and Pay.. Schedules all special (evening) exams. Coordinates and prepares special requests for auditoria. Updates instructors each semester to include 100+ Graduate Teaching Assistants for all labs and large lectures.

• Schedules rooms for courses to include lab meetings, departmental meetings, office-hours for TA's, PLUS sessions, review sessions for courses and special programs. Maintains the room calendars for Undergraduate Biology conference rooms and the BioCenter.

• Coordinate the hiring of all undergraduate teaching assistants, 100+ per semester. Posts position, communicates with instructors, submits final hiring paperwork, and submits termination requests at the end of each semester.

• Serve as the point of contact for all course-related purchases through Undergraduate Biology. Coordinates with directors and associate directors.

• Schedule prospective student appointments as needed for all of biological sciences. Prepares informational packets for visiting students (packets include degree information, course descriptions, scholarships, and other relevant material).

• Assist the Awards and Scholarship committee with scheduling meetings, taking minutes, coordinating scholarship applications, posting awards and scholarships to student accounts, and notifying recipients.

• Assist co-directors and associate director with departmental-wide communications to faculty, staff, and students.

• Prepare weekly enrollment updates to directors and associate directors during enrollment periods.

• Assist with summer REU programs as needed.

30% Event Planning

• Assist with planning and coordinating logistical tasks for all events in Undergraduate Biology, including lunch and learns for faculty and staff and student engagement events.

• Assist the associate and assistant directors with planning, managing, and coordinating the annual Graduation Recognition Ceremony. Provide on-site coordination for the event one weekend per year.

• Assist the associate and assistant directors with planning the Biology Welcome Event. Provide on-site coordination for the event one weekend per year.

• Coordinates activities for the Honors Committee; maintains database of UGB students intending to graduate with Honors; plans/schedule Honors Symposium

• Assist with management of Alumni Board and Fundraising including: the Alumni Board calendar, Alumni Board newsletters and communications, production of brochures and advertising copy for the departments; plan and coordinate events (all logistics: room reservations, itinerary planning, presenter logistics, scheduling, RSVP's, and communications) associated with Alumni Board meetings; attend Alumni Board events to provide support, including pre-and post-event support.

20% Office Management

• Main receptionist for Biological Sciences.

• May include supervision and training student hourly employees. This supervision includes providing training for their role in reception, mail processing, copying, answering phones, and any other tasks being delegated.

• Checks building keys in/out for MB, EEB, and UGB personnel; maintains database of all key inventory and issuance. Associated key related tasks include: collecting key deposit payments, depositing money in the key account, processing key deposit refunds, ordering keys as needed, and providing reports of checked-out keys to faculty or other personnel upon request. May delegate tasks as appropriate to student assistants.

• Maintains database software for outside access to the building during nights and weekends or other times the building is secure. This also requires updating the 3 locks on the outside access to the building.

• Process incoming/outgoing mail; copy course syllabi/exams/handouts for UB, MB, and EEB; order supplies for office; post announcements of interest to students on bulletin boards in building. May delegate tasks as appropriate to student assistants.

• Answer incoming calls for the UB department. Provide information on enrollment, advising and general information. May delegate tasks as appropriate to student assistants.

• Monitors email accounts for KU Biology, KU Undergraduate Biology, and Biology Scholarships.

• Serve as a back-up point of contact for building maintenance requests during normal work hours.

• Carry out special projects as requested by the UB Directors or by the UB Associate Director.

Required Qualifications

• High School Diploma or GED equivalency and two years of office experience or two years of post-secondary education; OR Bachelor's degree.

• Excellent written communications skills as demonstrated by resume and cover letter.

• Experience with computer software such as Microsoft Suite (e.g. Outlook, Word, Excel,) publication software, software for editing photographs, and handling of mailing lists and mail merge letters.

• Experience that required working independently with minimal supervision as evidenced by application materials

Preferred Qualifications

• Experience with higher education procedures and policies relevant to academic and research activities and rules.

• One year experience that required working independently with minimal supervision as evidenced by application materials

• Experience displaying initiative and effectiveness with problem solving as evidenced in application materials.

• Experience working with faculty, staff, and students on a college campus.

• One year of experience working in an environment that required strong interpersonal communication skills with a diverse group of people as demonstrated in application materials.

• Experience working on multiple projects and arranging daily schedules to ensure that the most important items were finished when required, as evidenced by cover letter and work history.

• One year of experience working in an environment requiring organizational and calendaring skills, including anticipating ongoing assignments and duties that were of reoccurring nature.

Position Requirements

This position is a hybrid of on-site (2045 Haworth Lawrence, KS) and telework.