Job Information
University of Kansas Executive Assistant Temporary in Lawrence, Kansas
28204BR
Job Title:
Executive Assistant Temporary
Department:
Chancellor's Office
Primary Campus:
University of Kansas Lawrence Campus
Job Description:
45% Executive Support for the Vice Chancellor for Strategic Initiatives / Chancellor’s Chief of Staff
Coordinate the calendar, schedule meetings, maintain meeting materials, and book travel as needed.
Assist with collecting documentation related to expenses, reimbursements, and mileage.
Assist with special projects as assigned, including but not limited to - securing a delegate to represent KU and the Chancellor for other university inaugurations, and processing the annual Distinguished Teaching Award Letters.
15% - Administrative Support for the Assistant Chief of Staff / Chancellor’s Executive Associate
Serve as primary back-up as needed to provide administrative support to the Chancellor when the Executive Associate is on leave.
Assist with processing, filing, and overall upkeep of Chancellor’s archival files.
Assist with booking conference rooms, catering, and parking for Chancellor hosted meetings/events.
Assist with various administrative duties and special projects.
15% Committee Support
Serve as Staff Support for Administrative Search Committees.
Serve as Staff Support for University-level or Chancellor-level Awards and special committees.
Manage the ‘Chancellor Awards’ departmental inbox, including fielding inquiries.
10% Administrative Support for the Government Relations Team
- Provide administrative support and office coordination for the Associate Vice Chancellor of State Relations and Associate Vice Chancellor of Federal Relations. Duties include but are not limited to calendaring, arranging travel, completing reimbursement forms, placing orders, responding to phone or email inquiries or correspondence, arranging meetings, and planning and executing special events.
10% Office Support
Assist with overall Chancellor’s Office Coverage and operations including greeting, guiding, and assisting visitors; fielding mainline phone calls and inquiries; and reserving conference rooms and parking stalls.
Handle correspondence for the Chancellor, VC for Strategic Initiatives / Chancellor’s Chief of Staff, and the Assistant Chief of Staff / Chancellor’s Executive Associate – including processing of letters from Endowment, Faculty Affairs, Financial Aid, Graduate Studies, Office of Research, and other University offices.
Provide administrative support in the absence of other staff members.
Engage in troubleshooting and expedite problem solving for the Chancellor’s office. Resolve and/or refer a range of administrative concerns and inquiries.
5% Other Responsibilities
Assists the Chancellor's Office staff with planning and execution of Chancellor related events to include but are not limited to athletic related pre-game activities, donor engagements, special guest/visitor arrangements, graduation, etc.
Assist with University-level annual and one-time events - including but not limited to Commencement.
Handle other duties as assigned.
Req ID (Ex: 10567BR) :
28204BR
Disclaimer:
The University of Kansas prohibits discrimination on the basis of race, color, ethnicity, religion, sex, national origin, age, ancestry, disability, status as a veteran, sexual orientation, marital status, parental status, gender identity, gender expression, and genetic information in the university's programs and activities. Retaliation is also prohibited by university policy. The following person has been designated to handle inquiries regarding the nondiscrimination policies and is the Title IX coordinator for all KU and KUMC campuses: Associate Vice Chancellor for Civil Rights and Title IX, civilrights@ku.edu, Room 1082, Dole Human Development Center, 1000 Sunnyside Avenue, Lawrence, KS 66045, 785-864-6414, 711 TTY.
Work Schedule:
On-Site in Strong Hall
Hours between 8am-5pm
FLSA Status:
Nonexempt
Required Qualifications:
Bachelor’s degree and seven years of office experience or High School diploma or GED equivalency and 10 years of office experience.
Excellent verbal and written communication skills as evidenced by the application materials.
Experience working with MS Office Suite as evidenced by application materials.
Excellent organizational and multitasking skills as demonstrated by application materials and/or work history.
Experience handling sensitive and/or confidential materials with discretion as demonstrated by related experience/work history.
Employee Class:
U-Unclassified Professional Staff
Advertised Salary Range:
starts at $21.00 an hour
FTE:
1.0
Preferred Qualifications:
Experience supporting an executive level position in higher education.
Demonstrated leadership experience in higher education.
Thorough knowledge of the structure, policies and procedures of KU.
Position Overview:
The Executive Assistant provides executive support for the Vice Chancellor for Strategic Initiatives / Chancellor’s Chief of Staff and Government Relations Team by scheduling meetings, managing the calendar, arranging travel, and providing event assistance as needed. They provide administrative support to the Assistant Chief of Staff / Chancellor’s Executive Associate, including serving as the primary back-up support to the Chancellor during times of absence. They serve as staff support for administrative searches and award committees, as well as manage projects as assigned. Other routine duties include handling correspondence and processing letters from various partners across the institution.
This position interacts with and exchanges information (sometimes sensitive, complex and/or confidential) 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. They understand and are aware of the various projects currently being conducted in the office and the organization and workings of the University.
This person works closely with and provides back up administrative support for other office staff and enjoys being part of a team environment. This role collaborates with executive suite colleagues and additional University partners to assist with correspondence, special projects and University-wide events. This role offices in 230 Strong Hall and reports to the Assistant Chief of Staff / Chancellor’s Executive Associate.
Reg/Temp:
Temporary
Application Review Begins:
24-Jun-2024
Anticipated Start Date:
01-Jul-2024
Additional Candidate Instruction:
Please apply online with a resume, cover letter and a list of 3 professional references.
Review will begin Monday, June 24 and will continue until position is filled.
Job Family:
Administrative Support-KUL
Work Location Assignment:
On-Site