The University of Kansas Hiring for Executive Assistant to the Dean at University of Kansas Lawrence Campus Full Time

Position OverviewThe Executive Assistant to the Dean is responsible for providing administrative support for the Dean. The position also manages the schedules and communications of the Dean, prioritizing the most sensitive matters. This position works closely with other school staff for special projects, and school and university-wide events.

The Executive Assistant interacts with and exchanges information (sometimes sensitive, complex and confidential) with alumni, university officials, faculty, students, parents, the public and the media using tact, patience and discretion. They understand and are aware of the various activities and projects currently being conducted in the office and the organization and workings of the School in relation to the University.

Job DescriptionExecutive support for the Dean (60%)

• Manage the Dean’s activities, including scheduling meetings, confirming appointments, taking meeting notes when needed, answering phone calls, preparing travel plans and arranging for accommodation and transportation, and organizing/coordinating events and catering when necessary
• Provide administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on behalf of the Dean
• Maintain comprehensive and accurate records of Dean’s activities, school bylaws and policies, and accreditation visits and reports
• Provide support for school council, school assembly, and school faculty affairs and bylaws committees
• Engage in troubleshooting and expedite problem solving for the Dean’s office. Resolves and/or refers a range of administrative problems and inquiries
• Help train administrative staff and student employees assigned to the Dean’s Office on school policies and best practices

Support for the Professional Advisory Board (PAB) of the School (20%)

• Coordinate and organize PAB meetings and activities as assigned by the Dean. Organize events and catering, when necessary
• Attend PAB meetings, PAB committee meetings, and development meetings, and keep minutes of meetings, as assigned
• Maintain comprehensive and accurate records of PAB governance documents, memberships, and committee activities

Faculty Development Support (15%)

• In consultation with the Associate Dean for Administration, coordinates promotion and tenure, progress toward tenure review, post tenure review and sabbatical applications. Establishes internal deadlines, provides the faculty affairs committee support with materials, document preparation and electronic submittal.
• In consultation with the Associate Dean for Research, establishes and communicates internal submission deadlines for the faculty General Research Fund (GRF) and serves as the school’s liaison to the Office of Research for questions. Provides administrative support to the faculty affairs committee in managing GRF proposals, maintaining the Teams site for review, and preparing award notification letters. Communicates with the Office of Research on awardee data and assists with the periodic review of fund usage by account.

Other (5%)

• Assist with other activities and projects assigned by the Dean

Position RequirementsThis position requires working on-site.Required Qualifications

1. Bachelor’s degree and seven (7) years of office experience OR High School diploma or GED equivalency and ten (10) years of office experience
2. Excellent verbal and written communication skills, as evidenced in application materials
3. At least 1 year experience using Microsoft Office Suite

Preferred Qualifications

1. Experience supporting an executive level position in higher education
2. Prior experience working with faculty and students
3. Prior work experience that required organizational and multitasking skills
4. Experience working with diverse populations
5. Experience handling sensitive and/or confidential materials with discretion as demonstrated by related experience/work history

Additional Candidate InstructionsA complete online application includes:
• Cover letter addressing how you meet the required and preferred qualifications
• Resume
• Contact information for three professional references (including at least one previous or current supervisor)

Application review begins July 7, 2023 and continues until a pool of qualified applicants is identified.
Contact Information to ApplicantsJim Hammen ([email protected])Advertised Salary Range$45,500 to $55,000 with final determination commensurate with experienceWork ScheduleM-F, 8am to 5pmApplication Review BeginsFriday July 7, 2023Anticipated Start DateMonday July 24, 2023Apply to Job