Administrative Coordinator

2 days ago

Lawrence, Kansas, United States KU SCHOOL OF JOURNALISM Full time
Job Summary

We are seeking an experienced and detail-oriented Administrative Associate to join our dynamic team at the William Allen White School of Journalism and Mass Communications. The successful candidate will provide administrative support to the Dean's Office, academic concentration chairs, and other school personnel.

Key Responsibilities
  • Provide administrative and operations support to the Dean's Office, including arranging meetings, preparing materials, and reserving conference rooms.
  • Assist academic concentration chairs and personnel with travel arrangements, expenses, and reimbursements.
  • Liaise with Human Resources to ensure position descriptions are timely and accurate and that policies are followed.
  • Coordinate and provide support for school and academic events and activities.
  • Draft and edit letters, reports, and other documents for support in the Dean's Office.
  • Work with KU Procurement for school expenses, concentration purchases, and ordering office supplies.
  • Manage student travel arrangements and expenses and serve as their primary contact.
  • Provide search committee support and travel arrangements for candidate visits, including scheduling and itinerary events.
  • Manage requests for conference rooms and classroom reservations.
  • Serve as the primary contact for KU Facilities maintenance requests and organization of faculty offices and classrooms in the Dole Center building.
  • Perform other duties related to the mission of the William Allen White School of Journalism and Mass Communications.
Development and Communications Support
  • Produce donor letters and other recognition and distribute in a timely manner.
  • Manage and coordinate the collection and distribution of scholarship student thank you letters.
  • Coordinate with the dean and KU Endowment to advance donor relations.
  • Coordinate guest relations for visitors to classes and other events.
  • Assist the communications coordinator with School publications, communications, and updates on the school's website.
Requirements
  • High school diploma or GED equivalency and two years of office experience or two years of post-secondary education.
  • Two years of customer service experience.
  • One year experience utilizing MS Office and general computer skills.
Preferred Qualifications
  • Flexibility, strong interpersonal skills, ability to work as part of a team, as well as independently.
  • Demonstrated organizational skills and attention to detail.
  • Strong problem-solving skills.
  • Excellent verbal and written communication skills.
  • Experience working with sensitive information with discretion to maintain confidentiality and security.
  • Experience that required the ability to meet deadlines and adapt to changing priorities.
  • Experience supporting an executive-level position or in higher education.
  • Thorough knowledge of the structure, policies, and procedures of KU.
  • Experience with event planning.
  • Knowledge of Adobe products for creating and editing documents.
  • Knowledge of software programs used at KU: FITC, Concur, Maximo, 25Live, and Zoom.
  • Experience with basic accounting.

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