Administrative Assistant
: Job Details :

Job Description55% OfficeSupport

• Open the office at 8 a.m. and close the office at 5 p.m., Monday through Friday.
• Ensure the public spaces of the office, including the reception station and meeting area, are organized, free from clutter, and maintained in a professional manner.
• Schedule meetings on behalf of internal staff members as needed.
• Manage Departmental email accounts.
• Prepare and send emails, letters, documents, or other materials as requested.
• Maintain and organize directories for the office.
• Provide support for the planning and execution of events, programs, and workshops as needed.
• Maintain the paper and electronic files for the office.
• Assist in purchasing supplies and invoice management.

35% CustomerSupport

• Provide information to inquirers through phone calls, emails, and visitors.
• Respond or forward / re-direct to the appropriate staff member or University unit when necessary.
• Assist visitors with directions, office and University needs, and internal staff meeting requests.
• Greet visitors, make them feel welcome, and ensure their needs are met.

10% Other Duties as assigned

• Provide assistance and operational leadership on special projects.
• Aid in management of website content and professional social media.

DisclaimerThe 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, ...@ku.edu, Room 1082, Dole Human Development Center, 1000 Sunnyside Avenue, Lawrence, KS 66045, 785-###-####, 711 TTY.Required Qualifications

High school diploma or GED equivalency and one (1) year of office experience or one (1) year of post-secondary education.

Excellent written communication and customer service skills as evidenced by application materials and prior experience.

Experience organizing and tracking tasks/projects to meet deadlines, as evidenced in application materials.

Preferred Qualifications

An earned associate's degree or higher.

Three years' experience in general office clerical and/or administrative support staff position.

One year experience with Microsoft Office suite.

Demonstrated organizational skills as evidenced by application materials and prior experience.

Experience in a customer service field.

Familiarity or experience working in a university setting or another organization of comparable structure and size.

Ability to work successfully in a collaborative, team environment, as demonstrated by past work experience.

Excellent oral communication skills as presented during the interview process.

Position OverviewThe Administrative Assistant will serve as the main customer service contact and support staff member to the Office of the Vice Provost for Student Affairs. This employee will be responsible for opening and closing the office and be the first point of contact to greet visitors and callers to the office. This employee will need to maintain a positive professional character as an ambassador for the unit. The position necessitates courteousness, good judgment, and discretion. The ideal candidate will be able to function responsibly, act independently, and effectively manage time, projects, and office. The employee must develop a broad knowledge of the University and is expected to perform their duties with little to no supervision.Additional Candidate InstructionA complete application includes:

Resume or curriculum vitae

Cover letter addressing how the required and, if applicable, preferred qualifications are met.

Contact information of 3 professional references.

Application review begins Friday, November 8, 2024, and continues until a pool of qualified applicants is identified.