The University of Kansas Hiring for EY Professionalism Program Administrative Associate at University of Kansas Lawrence Campus Full Time

Position OverviewThe KU School of Business is seeking an Administrative Associate to provide support to the EY Professionalism Program. The KU School of Business EY Professionalism Program helps Business Jayhawks keep their career goals on track and design their future. The program combines a series of six, 1-credit courses focused on career and professional excellence with the Platform for Professional Excellence (ePlatform). The ePlatform documents participation in a variety of outside-of-course activities promoting excellence in professionalism. EY refers to the global organization, and may refer to one or more, of the member firms of Ernst & Young Global Limited, each of which is a separate legal entity.

This position provides a variety of specialized administrative support to the program director, internship program coordinator, industry partner coordinator, and education program coordinator. This position also supports the SAS Administrative Associate (Senior), initiates financial processing for payments and reimbursements, serves as a point of contact for the EY Professionalism Program, and coordinates a wide range of events and activities. This position reports directly to the EY Professionalism Program Director.

This is a full time, regular, 12-month unclassified professional staff position. This position is designated as primarily on-campus but may have some flexibility to work virtually or hybrid over academic breaks, as approved. The associate’s office will be located in Capitol Federal Hall, a 166,500 square foot modern facility that is home to the KU School of Business. Other flexible work schedules will be evaluated as per KU policy and School guidelines.

Position is benefits eligible. KU offers excellent benefits to employees including generous retirement contributions, paid leave, insurance, and various discount programs. Full details are available at: https://humanresources.ku.edu/benefits. The successful candidate must have appropriate authorization to work in the U.S. before employment begins.

In a continuing effort to enrich its academic environment and provide equal educational and employment opportunities, the university actively encourages applications from members of underrepresented groups in higher education.Job Description70% Administrative Support. Provide administrative support to program director, coordinators, instructors, faculty, staff, and students. Duties may include but are not limited to:

• Monitors workflow within the office and ensures that the tasks are completed accurately and in a timely manner.
• Provides clerical support for faculty and staff, as authorized by the program director, including hiring of student employees.
• Maintains daily correspondence, ensuring that incoming and outgoing documents are properly processed and filed.
• Maintains electronic and/or paper filing systems, databases, and record keeping.
• May arrange appointments and maintain calendars for program director/coordinators.
• Screens inquiries and directs issues/questions to the appropriate person, as necessary.
• Assists director in new faculty recruiting process for the program including candidate application materials, interview schedules, and travel arrangements.
• Maintains the Platform for Professional Excellence under the supervision of the program director, including approving/denying activities and completions and running reports
• Coordinating program interface aspects within Suitable including reviewing and assigning activities, badges and campaigns, and push notifications.
• Works with communications team to promote program and may assist in planning incentives.
• Assists with logistics involving a variety of online educational platforms and certification exam tools – setting up student accounts, removing dormant accounts, updating access, organizing content.
• Facilitates timely reporting to assist with enrollment in program courses.
• Facilitates hospitality and scheduling for guest speakers in classes, as well as for extracurricular events.
• Assists with event planning as needed.
• Recognizes the need to be agile with responsibilities as program continues to develop and evolve. Completes other administrative support functions as assigned.

15% Financial Transactional Support. Provide oversight of financial transactions and budget reporting. Duties may include but are not limited to:

• Initiates accounts payable process for financial transactions and travel reimbursements.
• Maintains an efficient process to organize and store all financial transactional documentation.

• Reconciles problems to ensure timely payment.
• Reviews and reconciles unit budget reports utilizing Excel and/or an ERP (Enterprise Resource Planning) system.
• Assists the director with financial records and budgets for the unit, individual faculty, and other academic needs.
• Maintains databases and processes for budgeting and donor accounting.

15% Office Management, Student Supervision and Miscellaneous. Responsible for ensuring smooth office functions and participating as a valued team member of the School of Business staff.

• Serve as primary back-up support for SAS Administrative Associate during high volume periods and leave.

• May recruit, supervise and train student assistants.
• Assigns, reviews, and evaluates the workflow of the office.
• Responsible for the procurement of supplies and maintenance of inventory records for the program.
• Reviews and recommends technological and procedural changes to ensure compliance with policy and improve work processes.
• Attends business school staff and faculty assembly.
• Participates in school and university wide committees and groups as requested.
• Completes other job-related duties as assigned.

Required Qualifications

High School diploma or completion of G.E.D. equivalency, plus two years of office experience; or two years of post-secondary education.Proficiency with Microsoft Office Suite, including Word, Excel, and Outlook, as demonstrated on application materials.Excellent written communication skills as evidenced by cover letter.

Preferred Qualifications

1. Associates or bachelor’s degree.
2. At least two (2) years professional experience providing customer service, accounting, auditing and/or administrative support, as indicated on application materials.
3. Knowledge of KU, state regulations or similar university structure.
4. Past work experience demonstrating the ability to multi-task or work for multiple supervisors, as evidenced by work history.
5. Experience organizing tasks, people, projects, or other highly skilled administrative tasks.

Additional Candidate InstructionsA complete online application requires: 1) current resume; 2) a cover letter; 3) complete contact information for three professional references.

Review of applicants begins June 6, 2023 and will continue until the position is filled.Contact Information to ApplicantsMatt Lancaster, [email protected], 816-805-4085Advertised Salary Range$38,000-45,000, depending upon experienceWork ScheduleM-F 8-5Application Review BeginsTuesday June 6, 2023Anticipated Start DateMonday July 10, 2023Apply to Job