Administrative Associate Sr

21438BR

Administrative Associate Sr
Civil/Environ/Arch Engineering

Position Overview
The Administrative Associate Senior will administer all aspects of graduate student programs within the department, including Lawrence and Edward campuses (from initial contact with prospective students to completion of degree programs) with minimal or no supervision. Interpret academic regulations for both students and faculty. Coordinate Continuing Education Classes for CEAE's Professional Development Series and co-manage Professional Education Conference programs; Responsible for the development of the CEAE newsletter; Serve as Editor to the annual and quarterly CEAE Update Newsletters; Responsible for providing administrative support to thirty (30) faculty members, as well as the Director of Graduate Studies. Provide backup support for front office administrative associate and accountant.

Job Description
70% Graduate Student Program Administrator

• Develop & apply procedures to respond to prospective student inquiries about graduate program eligibility requirements, application requirements, and enrollment procedures.
• Contact admitted students regarding orientation requirements and organize departmental orientation meeting each semester.
• Maintain CEAE graduate program's website and recruiting databases.
• Process student applications in Slate.
• Implement all communication campaigns through KU systems (currently Slate). Manage all responses to individual inquiries regarding admission and work with faculty to follow up applications.
• Coordinate review and admission processing in collaboration with the CEAE Associate Chair for Graduate Studies.
• Work with the School of Engineering to oversee and plan engineering graduate student recruitment and retention efforts for the CEAE department.
• Maintain departmental graduate student records and advise CEAE students, faculty, and staff on Graduate Studies policies and processes. Work with students' advisors to update changes in processes and policies.
• Track graduate recruitment efforts, students' progress toward degree, and develop best practices for CEAE graduate student services.
• Verify academic standing, schedule examinations, and manage enrollment and graduation processes.
• Track student's timeline to graduation, plan of study, changes in plan, and process leave & return from absences.
• Communicate with foreign ministries regarding international extensions and student statuses.
• Plan and oversee departmental events for CEAE graduate students.
• Update information and coordinate approvals to the (Courseleaf) Catalog each semester.
• Work with Graduate Director on student scholarship nominations from the School of Engineering, Graduate Studies scholarships and SELF Scholarships.
• Perform other duties relating to graduate student administration under the oversight of the Associate Chair for Graduate Studies.

10% Newsletter -

• Oversee development of the annual CEAE Update newsletter (print) and the quarterly online newsletter, overseeing an Editor. Develop timeline; assist the Editor in identification of storylines and content, as well as connect the Editor with relevant KU students, faculty, and staff. Coordinate with professional printing services and KU Endowment personnel.
• Review and edit all written materials. Coordinate with KU Endowment for alumni listserv updates. Work directly with the department Chair.

10% Conference Programs-

• Coordinate with Geotechnical and Environmental conference chairs and planning committee on the development of upcoming conference requirements. Act as point person for the development of marketing materials, postcards, conference pamphlets, website content, and updates. Oversee IT student hourly.
• Develop and manage online registration procedures and track attendees. Respond to registrant emails and phone calls. Coordinate with outside printers in the design of marketing materials and mailing lists. Develop and maintain a database of attendees mail/email lists. Produce individual conference packages, coordinating parking passes, name tags and conference program. Produce certificates for the Professional Development hours. Manage on-site preparations for attendee's arrivals. Act as contact person for any issues regarding banquet, IT services, parking and/or PDHs.

10% Misc.

• Supervise CEAE equipment checkout (includes video equipment, cameras, projectors, computers, vehicles, and office keys).
• Supervise department truck usage.
• Supervise student hourly assistants.
• Work with IT keeping all student computer hardware updated. Coordinate and assign Graduate student desk and computer space for GTA's, GRA's, Visiting scholars, and Student hourly graders.
• Oversee facility upgrades within the department, including furniture, construction changes, and design decisions.
• Provide administrative support and guidance to thirty (30) departmental faculty members, including the Director of Graduate Programs.
• Serve as backup for department supply inventory management.

Required Qualifications

1. High school diploma or completion of G.E.D. equivalency and five years of experience in office management and administration or accounting, including one year of experience with basic office computer systems OR Bachelor's degree and one year of experience in general office, accounting and/or administrative support work including one year of experience with basic office computer systems.

Preferred Qualifications

1. Experience in a university setting and within a university structure.
2. Demonstrated ability to work independently on projects and to coordinate efforts for a number of people in various units across campus
3. Knowledge of operation of office equipment, personal computers, communication systems, and data-based software systems.
4. Verbal and written communication skills for interaction with external and internal entities as indicated in interview.
5. Ability to establish and maintain effective working relations including ability to communicate effectively both verbally and in writing as demonstrated in interview.
6. Attention to detail and strong organizational skills as indicated in application materials.

Contact Information to Applicants Caroline Bennett, , -3235

Additional Candidate Instruction Only complete application packages submitted online will be considered. A complete application includes an online application form, resume, cover letter, names, and contact information for three professional references.

Review of applications will begin March 7, 2022 and continue until a qualified pool of applicants is identified.

Advertised Salary Range $45,000-$50,000, depending on qualifications

Application Review Begins 07-Mar-2022

Anticipated Start Date 04-Apr-2022

Primary Campus University of Kansas Lawrence Campus

FTE 1.0

Reg/Temp Regular

FLSA Status Nonexempt

Employee Class U-Unclassified Professional Staff

Work Schedule M-F, Standard Hours

Job Family Administrative Support-KUL

Work Location Assignment On-Site

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 persons have been designated to handle inquiries regarding the nondiscrimination policies and are the Title IX coordinators for their respective campuses: Director of the Office of Civil Rights & Title IX, , Room 1082, Dole Human Development Center, 1000 Sunnyside Avenue, Lawrence, KS 66045, , 711 TTY (for the Lawrence, Edwards, Parsons, Yoder, and Topeka campuses); Director, Equal Opportunity Office, Mail Stop 7004, 4330 Shawnee Mission Parkway, Fairway, KS 66205, , 711 TTY (for the Wichita, Salina, and Kansas City, Kansas medical center campuses).

recblid f44ajp7r5bzdkeqyc6zn1dxnpwvnmt