Job Information
University of Kansas Executive Assistant in Lawrence, Kansas
30029BR
Job Title:
Executive Assistant
Department:
Student Affairs
Primary Campus:
University of Kansas Lawrence Campus
Job Description:
45% Administrative Support
Serve as central point of contact for dissemination of communication and outreach efforts on the Vice Provost’s behalf.
Manage the Vice Provost’s calendar coordinating with internal and external partners including, but not limited to scheduling or rescheduling meetings, conference calls, and on-site visits.
Prepare professional and accurate correspondence as needed.
Follow-up on pending requests or when details are incomplete and provide the Vice Provost with regular updates on meetings scheduled and related tasks.
Prepare daily calendar updates, providing necessary meeting agendas, travel itineraries, and materials. Manage any last-minute changes or cancellations.
Prioritize daily tasks and have a high level of adaptability and be able to manage multiple projects, start and stop projects, and change project direction midstream.
Arrange travel (flights, hotels, car services, registration, etc.) for the Vice Provost as requested. Submit travel documentation (receipts, meeting itineraries) for processing. In some instances, the executive assistant may be asked to coordinate travel for guest speakers or working teams traveling for university business.
Maintain, organize, track, and submit invoices, expenses, and mileage reimbursements in a timely manner working with our account specialist to follow up on missing receipts or support items needed to process expenses.
Assist with coordination of large meetings and events hosted by Student Affairs or that require the Vice Provost’s participation.
Acts as the Vice Provost's direct communication liaison with both University and external constituencies.
25% Office Manager
Ensure all front-office operations are performed effectively and efficiently, including coverage of receptionist duties as needed.
Manage departmental P-Card (purchase card) and purchases in accordance with state guidelines.
Hire, train, and evaluate full-time office assistants that provide support with office management and reception duties. Hire and oversee training of student office assistants.
Engage in front-line troubleshooting and expedites problem-solving for the office.
Ensure reception area is well maintained and a welcoming space for all visitors.
10% Schedules and attends Leadership meetings
Schedule presenters, prepare agenda and distribute meeting information to members.
Organize other meetings/retreats for the VP as needed
Communicate with other external constituents (i.e. Kansas Board of Regents and Big 12 Student Affairs officers) to schedule meetings, prepare, and distribute agendas.
10% Technology
Use multiple computer systems and programs, including Teams, Zoom, Outlook, Excel, Access, OneNote, Word, IFAS, Image Now, Power Point and Adobe.
Maintain access to departmental drives to collect data necessary to compile reports, presentations, minutes, etc. for various groups and committees.
Represent Student Affairs at meetings and on various committees.
10% Provide Administrative Assistance
- Provide administrative assistance for Assistant and Associate Vice Provosts as needed; as well as other duties as assigned.
Req ID (Ex: 10567BR) :
30029BR
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 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, civilrights@ku.edu, Room 1082, Dole Human Development Center, 1000 Sunnyside Avenue, Lawrence, KS 66045, 785-864-6414, 711 TTY.
Work Schedule:
Monday - Friday, 8am to 5pm
FLSA Status:
Nonexempt
Contact Information to Applicants:
Keesa Shrader
Keesa Shrader@ku.edu
785-864-3611
Required Qualifications:
Bachelor's degree and seven (7) years of office experience, including experience in an executive office; OR High School diploma or GED equivalency and ten (10) years of office experience, including experience in an executive office.
Experience with scheduling software (Outlook), Microsoft Office (Word, PowerPoint, Excel), and web content management software such as Drupal, as evidenced in application materials.
Two years of editorial and written communication skills.
At least one (1) year of experience working in an environment that required planning, organizing, and meeting deadlines.
At least one (1) year of work experience that required handling sensitive and confidential materials with discretion.
Employee Class:
U-Unclassified Professional Staff
Advertised Salary Range:
55,000 - 62,000
FTE:
1.0
Preferred Qualifications:
Excellent interpersonal and oral communication skills and the ability to relate to various public, as demonstrated by successful experience in previous employment and/or academic settings.
Knowledge of student services theory and practice or related experience in a student affairs/student services office, as demonstrated in application materials.
Demonstrated ability to be highly self-directed, detail-oriented with a high attention to accuracy, as evidenced in application materials.
Thorough knowledge of the University of Kansas structure, organization, and administration procedures, as evidenced in application materials and previous work history.
Position Overview:
The Executive Assistant is an unclassified, nonexempt position in the office of the Vice Provost for Student Affairs. It is the position responsible for the principal coordination of executive level activities. The position has primary responsibility for analysis and management of internal and external documents and communications with a variety of university constituencies.
Information handled in this position is often sensitive, complex, and confidential. This individual must maintain complete confidentiality at all times, and exercise discretion and judgment in all communications. Courtesy, tact, patience, and discretion are required. All communications must be appropriately bridged between the Vice Provost and numerous constituencies. The executive assistant manages the calendars of the vice provost and must use discretion and good judgment in facilitating requests for appointments.
The Office of Student Affairs houses the University's student services organizations which provide services and programs designed to assist students in achieving their academic and personal goals. Student Affairs works in partnership with other members of the campus community in the creation, enhancement, coordination, and assessment of services and activities beyond academics and serves as an advocate for students across the University community.
The successful candidate works on-site and must meet all position requirements by the effective date of the appointment.
The University is located in Lawrence, a city with a population exceeding 95,000. The community is known for its support of the University, education, arts, and research and regularly appears in various “best town” listings. Lawrence is centrally located between the State of Kansas Capitol in Topeka and the major metropolitan community of Kansas City. If you are looking for a rewarding and dynamic career, look no farther than the University of Kansas. In addition to a competitive salary, KU offers great benefits to employees with up to 176 hours of paid vacation per year, 96 hours of sick leave earned per year, 9 paid holidays plus one discretionary day, a great retirement program, medical and dental insurance, life and disability insurance, other benefit plan options and state of Kansas discounts offered by various vendors. KU also offers employees educational opportunities for employees.
Reg/Temp:
Regular
Application Review Begins:
31-Mar-2025
Anticipated Start Date:
14-Apr-2025
Additional Candidate Instruction:
In addition to the online application, the following documents are required to be considered for this position:
Cover letter describing how you meet the required and preferred qualifications.
Resume
List of three (3) professional references
Only complete applications will be considered.
Application review begins 3/31/2025 and will continue until a qualified pool of applicants are identified.
Job Family:
Administrative Support-KUL
Work Location Assignment:
On-Site