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Administrative Associate

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Job Title: Administrative Associate

We are seeking an experienced Administrative Associate to join our team at the University of Kansas. As a key member of our staff, you will provide administrative support to the Dean's Office, ensuring the smooth operation of our daily activities.

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 the KU Facilities maintenance requests and organization of our 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.
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.