Administrative Associate

Job Description

This position involves highly specialized and diverse administrative support work. Positions at this level will interpret status, regulations, policies and procedures and make interpretations for others.

These positions will generally require operating phones, personal computers, copiers, fax machines, and printers. Some positions may provide opportunities for supervision of staff.

80% ADMINISTRATIVE SUPPORT: Performs variety of office tasks independently, relieving chair of important details.

• 30% Administrative Associate to Chair: Interprets rules, regulations, and procedures.
  
  Apprises chair of important events, deadlines, or urgent business; assists with projects such as grant proposals, fellowship nominations, GTA applications and graduate student awards; researches data for budget reports, statistical and financial analysis, researches data concerning students and program, communicates about future plans/anticipated problems for the dept. Screens callers and visitors to determine level of priority. Maintains chair's calendar, schedules, plans program events and meetings, takes minutes at meetings, and writes and distributes memos about departmental issues.
  
  Makes travel arrangements as needed. Support for promotion and tenure and sabbatical leave processes, as well as faculty searches. Assists with collection of faculty annual evaluations and distribution of review letters.
• 25% Office Manager: Assesses, reviews, and prioritizes departmental needs/deadlines on daily basis, with and without the chair, and makes decisions independently and in the context of the unremitting, unscheduled problems that arise for undergraduates, graduates, GTAs, lecturers, faculty, and visiting faculty.
  
  Communicates multiple times daily regarding requests and questions from faculty, staff, and students--both internal and external--other departments, programs, the college office, other university offices, and the public.
  
  Supervises asset management and ordering and maintenance of office equipment and supplies. Manages office space assignments in coordination with Chair.
  
  Serves as departmental course scheduling officer to coordinate faculty and GTA teaching as listed in the online Timetable of Classes. Works with Registrar's Office in maintenance of timetable. Issues course permission numbers for undergraduate students. Maintains file of course syllabi and office hours.
• 15% Faculty and Graduate Student Support: Advises and interprets policies and procedures for faculty, graduate students, and the public.
  
  Supports twelve faculty members with full- or part- time appointments in dept., as well as more than 60 affiliated faculty members across the College and University. Assesses, reviews, and prioritizes requests for routine assistance with book orders, computer and office equipment, technology supplies, publicity for visiting lecturers, applications for travel and research grants, letters of recommendation, reimbursements, etc. Assesses, reviews, and prioritizes requests for special assistance with conference and other event planning, development of new courses, support and hospitality for visiting lecturers, faculty, prospective graduate students, and job candidates. Works with the Graduate Academic Advisor on matters pertaining to GTA/GA appointments and other needs as they arise.
• 5% Student Employee Supervision: Directs and reviews work of support staff. Delegates responsibilities and tasks to appropriate personnel including responding to department e-mail, website management, and course evaluation materials.
• 5% Fundraising: Works with chair to plan and develop long-range strategies for increasing Endowment accounts through fundraising efforts; supervises personnel and works with KU Alumni Association and KUEA to gather information about students, faculty, alumni and other potential donors; develops and supervises the maintenance of database with relevant and current information; supervises production of dept. newsletter; works with chair to plan outreach events targeting donors; maintains contact with alumni base. Serves as liaison and public relations representative with other agencies and the public.

Assists with KUEA student awards and thank you letters to donors.

20% BUDGET OFFICER: Works with chair on preparation of annual budget request.

Assists in determining summer and winter session teaching needs. Works with chair and Graduate Director in assigning academic year GTA appointments. Coordinates any receipts for honoraria, lecture expenses and faculty searches with the Shared Service Center. Meets with SSC staff and Department Chair to

review/reconcile any budget discrepancies. Works with Dean's Office and SSC HR contacts to advertise and hire from the lecturer pool.

Required Qualifications

• High School diploma or GED equivalency and two years of office experience or two years of post-secondary education.

• Computer skills in a PC/Windows environment including MS Word and MS Excel as demonstrated by application materials and previous experience.

• Excellent written communication skills and attention to detail as demonstrated by application materials.

Preferred Qualifications

• Experience working independently in a team environment, resolving problems, being flexible and accountable, managing multiple responsibilities, prioritizing tasks and consistently meeting deadlines.

• Record of supervisory responsibilities.

• Experience establishing and maintaining effective working relationships with faculty, administrative staff and students in a higher education environment.

• Experience with html/content management systems (CMS)