Administrative Associate

Job Description

50% Administrative Support. Provide administrative support to Area Director(s), faculty, and students. Duties may include but are not limited to:

• Monitors workflow within the office in the designated area(s) and ensures that the tasks are completed in a timely manner.

• Provides clerical support for the faculty, lecturers, and doctoral students, as authorized by the Area Director(s), including hiring of student employees.

• Maintains daily correspondence, ensuring that incoming and outgoing documents are properly processed and filed.

• Maintains electronic and/or paper filing systems, data bases, and record keeping.

• May arrange appointments and maintain calendars for Area Director(s).

• Screens inquiries and directs issues/questions to the appropriate Area Director(s), as necessary.

• Coordinates new faculty recruiting process for area including candidate application materials, interview schedules, and travel arrangements.

20% Financial Transactional Support. Provide oversight of financial transactions and budget reporting. Duties may include but are not limited to:

• Initiates accounts payable process for financial transactions and travel reimbursements.

• Maintains an efficient process to organize and store all financial transactional documentation.

• Reconciles problems to ensure timely payment.

• Reviews and reconciles area budget reports utilizing Excel and/or an ERP (Enterprise Resource Planning) system.

• Assists the Director(s) with financial records and budgets for the area, individual faculty, and other academic needs including PDA and GRF accounts.

• Maintains databases and processes for budgeting and donor accounting.

20% Constituent Relations. Coordinates and supports the relationships with constituents including advisory councils, donors, visiting scholars, corporate recruiters, other School of Business staff, students, and alumni. Duties may include but are not limited to:

• Assists in the organization of advisory council meetings and area special projects/speakers.

• Maintains database of donor and alumni contact information. Receives and acknowledges donor gifts.

• Assists the Communications Department with the preparation and distribution of area-specific marketing materials.

• Coordinates schedules for visiting scholars in arranging lodging and travel; schedules meetings, dinners and sends acknowledgements.

10% Office Management, Student Supervision and Miscellaneous. Responsible for ensuring smooth office functions and participating as a valued team member of the School of Business staff.

• May recruit, supervise, and train student assistants.

• Assigns, reviews, and evaluates the workflow of the office.

• Responsible for the procurement of supplies and maintenance of inventory records for the Area(s).

• Reviews and recommends technological and procedural changes to ensure compliance with policy and improve work processes.

• Attends business school staff and faculty assembly.

• Participates in school and university wide committees and groups as requested.

• Completes other job-related duties as assigned.

Required Qualifications

• High School diploma or completion of G.E.D. equivalency, plus two years of office experience; or two years of post-secondary education.

• Minimum of 3 years professional experience providing customer service, accounting, auditing and/or administrative support, as indicated on application materials. Professional experience may be concurrent with educational experience requirements.

• Proficiency with Microsoft Office Suite, including Word, Excel, and Outlook, as demonstrated on application materials.

Preferred Qualifications

• Associates or bachelor's degree.

• Knowledge of KU, state regulations or similar university structure.

• Excellent written communication skills as evidenced by cover letter.

• Past work experience demonstrating the ability to multi-task or work for multiple supervisors, as evidenced by work history.

• Experience organizing tasks, people, projects, or other highly skilled administrative tasks.