What are the responsibilities and job description for the Executive Assistant position at The University of Kansas?
Position Overview
The Executive Assistant is an unclassified, nonexempt position in the KU International Affairs office and reports to the Senior Internationalization Officer (SIO). Responsibilities include oversight of calendar and schedule for the SIO, as well as the Associate Vice Provost for International Innovation & Institutional Capacity and the Associate Vice Provost for International Administration & Student Success; coordination of communication between SIO and staff and acting as a liaison on behalf of SIO to individuals and organizations inside and outside the university. This position utilizes discretion to prioritize requests, including meeting requests, scheduled appointments, and communications. Works independently to coordinate administrative office operations, including overall office management.
Job Description
Administrative Support (45%)
Required Qualifications
A complete application includes:
Application review begins Wednesday, August 14th, 2024 and continues until a pool of qualified applicants is identified.
Contact Information to Applicants
Kim Booth
boothk@ku.edu
Advertised Salary Range
51,000.00 ($24.52/hour)
Work Schedule
Monday - Friday, 8 am - 5 pm
Application Review Begins
Wednesday August 14, 2024
Anticipated Start Date
Tuesday September 3, 2024
The Executive Assistant is an unclassified, nonexempt position in the KU International Affairs office and reports to the Senior Internationalization Officer (SIO). Responsibilities include oversight of calendar and schedule for the SIO, as well as the Associate Vice Provost for International Innovation & Institutional Capacity and the Associate Vice Provost for International Administration & Student Success; coordination of communication between SIO and staff and acting as a liaison on behalf of SIO to individuals and organizations inside and outside the university. This position utilizes discretion to prioritize requests, including meeting requests, scheduled appointments, and communications. Works independently to coordinate administrative office operations, including overall office management.
Job Description
Administrative Support (45%)
- Serve as central point of contact for dissemination of communication and outreach efforts on SIO’s behalf.
- Manage the SIO’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 required.
- Assist the SIO in staying on schedule, organized, and responding to requests in a timely and professional manner.
- Follow-up on pending requests or when details of a meeting are incomplete. Provide the SIO with regular updates on meetings scheduled and related tasks.
- Prepare daily calendar folder, providing necessary meeting agendas, travel itineraries, and materials. Manage any last-minute changes or cancellations.
- Maintain an organized filing system for receipts/ invoices, submit to accounting specialist in a timely manner, and follow up on items as requested.
- Prioritize daily tasks and to-do lists. The executive assistant must have a high level of adaptability and be organized enough to manage multiple projects, start and stop projects, and change project direction midstream.
- Coordinate with delegation visit management team to schedule meetings with the SIO and Associate Vice Provosts. Ensure Leadership Team is briefed with a high level of specificity about context and purpose for each special visit.
- Schedule Leadership Team meetings, prepare agenda, reserve meeting locations, coordinate meeting technology, secure presenters, and distribute meeting information to members.
- Attend Leadership Team meetings, taking detailed meeting minutes and tracking action items.
- Schedule meetings for the Associate Vice Provosts as requested.
- Maintain and distribute staff directories, email distribution lists, and Microsoft Teams site access for working groups involving International Affairs.
- Coordinate new employee onboarding for SIO and AVP direct reports - keys, business cards, portraits, name plates/tags, introductions to key personnel, technology, etc.
- Support vacant position searches as requested.
- Ensure all office operations are performed effectively and efficiently.
- Purchase office equipment and supplies following state and university guidelines and maintain equipement inventory.
- Maintain office manual detailing instructions on how to complete office tasks.
- Engage in front-line trouble-shooting and expedite problem solving for the office.
- Support the SIO's work with national, state, and local conferences, boards, agencies, delegations, and work groups; including scheduling, communications, agenda and meeting material preparation, meeting arrangements, and compilation and distribution of minutes and other materials as appropriate.
- Investigate or research topics as requested by the SIO. Provide detailed follow-up of findings in a timely manner.
- Arrange travel (flights, hotels, car services, registration, etc) for the SIO and AVPs 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.
- Track and submit invoices, expenses, and mileage reimbursements. Work with our account specialist to follow up on missing receipts or support items needed to process expenses.
Required Qualifications
- Bachelor's degree with 7 years' of office experience OR High School diploma OR GED equivalency and 10 years of office experience.
- Experience using scheduling software, including Microsoft Outlook, Zoom and Microsoft Teams as demonstrated by application materials.
- Experience using Word, PowerPoint and Excel as demonstrated by application materials.
- Experience editing and writing professional office correspondence, as demonstrated by at least two (2) years of related experience and writing sample.
- Minimum one (1) year of experience working in an environment that required planning, organizing, and meeting deadlines.
- Minimum one (1) year of experience handling sensitive and confidential material and information.
- Excellent interpersonal and oral communication skills, as demonstrated by interview and application materials.
- Experience working with a wide range of populations.
- Experience with international programs & services.
- Experience working independently with minimal supervision.
- Prior work experience that required being detail-oriented.
- Prior experience/ knowledge of the University of Kansas structure, organization, and administration procedures.
A complete application includes:
- Cover letter addressing how you meet the required and preferred qualifications.
- A resume/CV
- Contact information for three professional references (including at least one previous or current supervisor).
- Completion of the online application.
- Professional office correspondence writing sample such as an e-mail or memo.
Application review begins Wednesday, August 14th, 2024 and continues until a pool of qualified applicants is identified.
Contact Information to Applicants
Kim Booth
boothk@ku.edu
Advertised Salary Range
51,000.00 ($24.52/hour)
Work Schedule
Monday - Friday, 8 am - 5 pm
Application Review Begins
Wednesday August 14, 2024
Anticipated Start Date
Tuesday September 3, 2024
Salary : $25
Executive Assistant
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