Administrative Assistant
4.
2 Lawrence, KS Lawrence, KS $40,000 a year $40,000 a year 5 days ago 5 days ago 5 days ago Position Overview The College of Liberal Arts and Sciences' Governance Administrative Assistant is responsible for supporting both governance functions and student service functions in the College Undergraduate Academic Services office.
This position provides support to the Governance, Awards, and Orientation Coordinator by assisting with the coordination of faculty governance, curriculum management, and College awards for faculty, undergraduates, and graduate students.
In addition, this position assists with a variety of front office services for students, faculty, and staff.
The person in this position serves as a key resource for the front office for more difficult questions relating to deadlines, policies, upcoming issues, and various other matters, and is often called upon to handle sensitive and sometimes volatile situations with diplomacy.
This position will be responsible for timely completion of various forms requiring student record verification of sensitive information.
In coordination with student support manager, they will oversee supplies inventory with frequent and routine checks.
They will complete data entry of records.
The person in this role answers departmental emails, responds to phone messages, and covers phone, walk-in, and email services in the front office, exercising independent judgment as to whether the issue can be resolved immediately or whether it should be a referral.
They collaborate with the student support manager, providing back up when needed, to ensure that these critical duties are always covered.
This position reports to the College's Governance, Awards, and Orientation Coordinator, with a dotted line report to CUAS Student Support Manager.
Job Description Governance/Awards Support 30% Curriculum Workflow and Catalog Coordinates workflow throughout the academic year for a high volume of new programs, program changes, new courses, course changes, and course de-activations for both graduate and undergraduate programs in the CIM and CAT systems under the guidance and direction of the Governance, Awards, and Orientation Coordinator to ensure that all proposals are moved through the multi-level review process in a timely manner.
Maintains inactive course list for the College, working with departments to de-activate courses not offered regularly and identify related changes needed in program or course requirements as a result of the course de-activation.
Reports de-activation requests to University Registrar, and to the Assistant Dean of CUAS and Director of COGA.
Initiates catalog workflows each fall, distributing all appropriate pages for editing to each unit within the College, and responds to department inquiries throughout the catalog review period.
Follows up with departments as needed to ensure completion of all catalog edits prior to the university deadline.
Provides occasional training and desk-side coaching on CIM/CAT system for departmental users.
10% Awards Under the direction of the Governance, Awards, and Orientation Coordinator, assists with the administration of all award competitions in the College, including faculty, graduate student, and undergraduate student awards.
Prepares and distributes award calls, responds to inquiries from students, faculty and staff, receives applications, and reviews for eligibility.
Prepares award notifications and maintains records of awardees.
Utilizes Academic Works scholarship portal as appropriate.
Coordinates with the College's Communications team to promote award competitions and award winners.
Maintains all relevant website content.
20% Governance Committees Assists with the facilitation of the work of the College's major curricular and academic policy committees, including CUSA, CGS, and CAC.
Schedules meetings of the committee and subcommittees and prepares agendas and minutes.
Coordinates all meeting logistics.
Organizes and executes elections for all six College governance committees.
Communicates with staff and faculty on election timelines, procedures, and outcomes.
Coordinates successful handoff of member and alternate roles for faculty affairs governance committees.
Maintains lists of faculty and student alternates for all college governance committees.
Maintains all relevant website content.
Front Office Support 20%- Front Office Receptionist:
Phone, Email and Walk-in Serves as front office receptionist, assists students, faculty, staff, and others with high volume of detailed, complex questions, providing information about various procedures, policies, regulations, and petition processes and results.
Knowledge of College of Liberal Arts & Sciences policies and procedures, other KU school policies, and University policies and procedures is essential.
Must have knowledge and understanding of some state and federal regulations such as FERPA.
Determines when it is appropriate to respond to the issue directly and when a referral should be made to another staff member, a faculty member, or another office.
5% - Dean's Certification Prepares Dean's Certifications and coordinates with Student Affairs and Policy Office ensuring compliance with university policy and timely processing of requests.
Also serves as back up support for other academic information student letters.
5% - Supplies Inventory Monitors supply room inventory and assists student support manager with maintaining necessary supplies for day-to-day operations as well as ongoing projects and presentations in College Undergraduate Academic Services 10% - Access Data Entry, Perceptive Content and Program Plans Enter program plans in Enroll and Pay, declaring majors and minors and updating interest code changes and admissions to major (Change of School process).
Daily imaging and quality control of documents in Perceptive Content.
Other duties as assigned.
Position Requirements Hybrid Required Qualifications High School diploma or GED equivalency and one year of office experience or one year of post-secondary education.
One year experience in general office, clerical and/or administrative support.
One year experience with Microsoft Office Preferred Qualifications Ability to quickly learn new technology and technical skills sufficient to navigate a complex workflow system, as evidenced by work experience.
Strong verbal and written communication skills, as evidenced by work experience and application materials.
Demonstrated interpersonal skills and ability to work effectively as part of a team.
Strong organization and time management skills, as evidenced by work experience.
Additional Candidate Instructions A cover letter addressing how required/preferred qualifications are met, resume/curriculum vitae and contact information for three professional references (Email and Phone) must be provided for the application to be considered.
Applicants must apply by February 18, 2024 to be considered.
Contact Information to Applicants Rachel Decorie email protected Advertised Salary Range $40,000 per year Work Schedule M-F 8-5 (with some exceptions) Application Review Begins Monday February 19, 2024 Anticipated Start Date Monday March 18, 2024 Apply to Job Posting Information Posting ID:
27030BR Department:
College of Liberal Arts & Sci Primary Campus:
University of Kansas Lawrence Campus Assignment:
Hybrid Reg/Temp:
Regular Employee Class:
U-Unclassified Professional Staff Review Begins:
19-Feb-2024.
Estimated Salary: $20 to $28 per hour based on qualifications.
2 Lawrence, KS Lawrence, KS $40,000 a year $40,000 a year 5 days ago 5 days ago 5 days ago Position Overview The College of Liberal Arts and Sciences' Governance Administrative Assistant is responsible for supporting both governance functions and student service functions in the College Undergraduate Academic Services office.
This position provides support to the Governance, Awards, and Orientation Coordinator by assisting with the coordination of faculty governance, curriculum management, and College awards for faculty, undergraduates, and graduate students.
In addition, this position assists with a variety of front office services for students, faculty, and staff.
The person in this position serves as a key resource for the front office for more difficult questions relating to deadlines, policies, upcoming issues, and various other matters, and is often called upon to handle sensitive and sometimes volatile situations with diplomacy.
This position will be responsible for timely completion of various forms requiring student record verification of sensitive information.
In coordination with student support manager, they will oversee supplies inventory with frequent and routine checks.
They will complete data entry of records.
The person in this role answers departmental emails, responds to phone messages, and covers phone, walk-in, and email services in the front office, exercising independent judgment as to whether the issue can be resolved immediately or whether it should be a referral.
They collaborate with the student support manager, providing back up when needed, to ensure that these critical duties are always covered.
This position reports to the College's Governance, Awards, and Orientation Coordinator, with a dotted line report to CUAS Student Support Manager.
Job Description Governance/Awards Support 30% Curriculum Workflow and Catalog Coordinates workflow throughout the academic year for a high volume of new programs, program changes, new courses, course changes, and course de-activations for both graduate and undergraduate programs in the CIM and CAT systems under the guidance and direction of the Governance, Awards, and Orientation Coordinator to ensure that all proposals are moved through the multi-level review process in a timely manner.
Maintains inactive course list for the College, working with departments to de-activate courses not offered regularly and identify related changes needed in program or course requirements as a result of the course de-activation.
Reports de-activation requests to University Registrar, and to the Assistant Dean of CUAS and Director of COGA.
Initiates catalog workflows each fall, distributing all appropriate pages for editing to each unit within the College, and responds to department inquiries throughout the catalog review period.
Follows up with departments as needed to ensure completion of all catalog edits prior to the university deadline.
Provides occasional training and desk-side coaching on CIM/CAT system for departmental users.
10% Awards Under the direction of the Governance, Awards, and Orientation Coordinator, assists with the administration of all award competitions in the College, including faculty, graduate student, and undergraduate student awards.
Prepares and distributes award calls, responds to inquiries from students, faculty and staff, receives applications, and reviews for eligibility.
Prepares award notifications and maintains records of awardees.
Utilizes Academic Works scholarship portal as appropriate.
Coordinates with the College's Communications team to promote award competitions and award winners.
Maintains all relevant website content.
20% Governance Committees Assists with the facilitation of the work of the College's major curricular and academic policy committees, including CUSA, CGS, and CAC.
Schedules meetings of the committee and subcommittees and prepares agendas and minutes.
Coordinates all meeting logistics.
Organizes and executes elections for all six College governance committees.
Communicates with staff and faculty on election timelines, procedures, and outcomes.
Coordinates successful handoff of member and alternate roles for faculty affairs governance committees.
Maintains lists of faculty and student alternates for all college governance committees.
Maintains all relevant website content.
Front Office Support 20%- Front Office Receptionist:
Phone, Email and Walk-in Serves as front office receptionist, assists students, faculty, staff, and others with high volume of detailed, complex questions, providing information about various procedures, policies, regulations, and petition processes and results.
Knowledge of College of Liberal Arts & Sciences policies and procedures, other KU school policies, and University policies and procedures is essential.
Must have knowledge and understanding of some state and federal regulations such as FERPA.
Determines when it is appropriate to respond to the issue directly and when a referral should be made to another staff member, a faculty member, or another office.
5% - Dean's Certification Prepares Dean's Certifications and coordinates with Student Affairs and Policy Office ensuring compliance with university policy and timely processing of requests.
Also serves as back up support for other academic information student letters.
5% - Supplies Inventory Monitors supply room inventory and assists student support manager with maintaining necessary supplies for day-to-day operations as well as ongoing projects and presentations in College Undergraduate Academic Services 10% - Access Data Entry, Perceptive Content and Program Plans Enter program plans in Enroll and Pay, declaring majors and minors and updating interest code changes and admissions to major (Change of School process).
Daily imaging and quality control of documents in Perceptive Content.
Other duties as assigned.
Position Requirements Hybrid Required Qualifications High School diploma or GED equivalency and one year of office experience or one year of post-secondary education.
One year experience in general office, clerical and/or administrative support.
One year experience with Microsoft Office Preferred Qualifications Ability to quickly learn new technology and technical skills sufficient to navigate a complex workflow system, as evidenced by work experience.
Strong verbal and written communication skills, as evidenced by work experience and application materials.
Demonstrated interpersonal skills and ability to work effectively as part of a team.
Strong organization and time management skills, as evidenced by work experience.
Additional Candidate Instructions A cover letter addressing how required/preferred qualifications are met, resume/curriculum vitae and contact information for three professional references (Email and Phone) must be provided for the application to be considered.
Applicants must apply by February 18, 2024 to be considered.
Contact Information to Applicants Rachel Decorie email protected Advertised Salary Range $40,000 per year Work Schedule M-F 8-5 (with some exceptions) Application Review Begins Monday February 19, 2024 Anticipated Start Date Monday March 18, 2024 Apply to Job Posting Information Posting ID:
27030BR Department:
College of Liberal Arts & Sci Primary Campus:
University of Kansas Lawrence Campus Assignment:
Hybrid Reg/Temp:
Regular Employee Class:
U-Unclassified Professional Staff Review Begins:
19-Feb-2024.
Estimated Salary: $20 to $28 per hour based on qualifications.
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