Executive Assistant for Office of Faculty Affairs

23859BR

Office of Faculty Affairs

Position Overview

The Executive Assistant provides support to the Faculty Affairs leadership team including the Vice Provost, and 2-3 senior leadership positions. This role provides executive-level assistance to the VP and senior leadership by using discretion to prioritize meeting requests, manage calendar scheduling, and make travel arrangements and reimbursements.

The Executive Assistant enacts the leadership team’s values, direction, and mindset regarding central activities and initiatives and may be called upon to convey the views and opinions of the leadership team to VPs, Deans, Chairs/Directors, and other members of the KU community as necessary when responding to inquiries. 

The Executive Assistant serves as the first point of contact for the Office of Faculty Affairs. This includes managing the VP’s email and two departmental email accounts ([email protected] and [email protected] ) to effectively prioritize and delegate issues for timely response; answering and responding to phone inquiries; and maintaining a request log capturing inquiries made, delegation of responsibility for each item, and monitoring the log to ensure timely completion and response.

This position manages all aspects of events from procuring space to ordering food to greeting faculty and distinguished guests at events; and also provides support for budget expenditures and reimbursements for the portfolio.

This role requires a high level of discretion due to regular interaction with high-level academic and administrative leaders at KU, as well as interaction with donors. 

This is an in-person position that occasionally involves some hours outside of the typical workday, including attendance at periodic evening or weekend events.

Job Description

50% – Provide executive-level administrative support for the leadership team:

• Manage calendars of VP and senior leadership, using discretion to prioritize meeting requests and commitments to ensure adequate time for strategic projects. Schedule meetings for the VP, senior leadership, and other committees managed by the Office of Faculty Affairs including securing meeting rooms as needed.
• Manage the VP’s email and two departmental email accounts ([email protected] and [email protected] ) by prioritizing and delegating requests to be handled by appropriate staff and maintaining a request log to ensure timely and accurate response.
• Make travel arrangements, process travel reimbursements, and provide support for budget expenditures and reimbursements for the portfolio.
• Provide general office management including managing the conference room, submitting work orders, distributing mail.

30% – Provide event management support for the Center for Faculty Development & Mentoring:

• Manage all aspects of event support:  procuring space, ordering food, and creating Qualtrics RSVPs and surveys.
• Support and attend events as needed to welcome and support faculty, faculty leaders, and distinguished guests including donors.  Possible events include New Faculty Orientation; Senior Administrative Fellows; Teaching Award Receptions; and Distinguished Professor searches, committee meetings, and inaugural lectures/dinners. Manages high-caliber events, programs and procedures with discretion and sensitivity.

10% – Manage Faculty Evaluation, Promotion, and Recognition Processes:

• Serve as primary liaison between the VP and departments and schools in support of planning, scheduling, and communications regarding faculty evaluation and recognition processes including progress toward tenure review, promotion & tenure, and post-tenure review; sabbatical leaves; and awards programs.
• Provide support to university committees on promotion & tenure, distinguished professorships, and sabbatical leaves.

10% – Social Media and Other Communication Duties as assigned:

• Maintain a calendar of cyclical and deadline dates to communicate to deans/administrative offices.
• Ensure website, internal SharePoint sites, and Strong Hall bulletin boards are updated in a timely manner with content provided by leadership team.
• Conduct periodic review and update of website and SharePoint sites to ensure accuracy of deadlines, forms, and guidance for faculty evaluation, promotion, and recognition.
• Promote events, activities, and cyclical opportunities using social media and other communications mechanisms, with a goal of 5-10 posts/week, to drive the profile of this office as a place faculty come to develop their careers.
• Other duties as assigned

Required Qualifications

Bachelor’s degree and seven years of office experience OR High School Diploma or GED Equivalency and 10 years of office experience.

Experience in an administrative support position in a fast-paced office setting that required multi-tasking, prioritization, and maintaining multiple schedules and processes while meeting deadlines.

Previous experience that required excellent customer service, interpersonal, and oral communication skills and the ability to relate to various publics as demonstrated by successful experience in previous employment and/or academic settings.

Excellent written communication skills as evidenced by the application materials.

Experience working with diverse groups as evidenced by application materials.

Excellent computer skills, including familiarity with scheduling software (Outlook), Microsoft Office (Word, PowerPoint, Excel) and ability to learn additional software such as Drupal and OneNote, SharePoint, and Teams.

Experience handling sensitive and confidential material with discretion.

Previous experience that required independent judgement, strong initiative, discretion, and timely delivery in completion of tasks as evidenced by previous employment and references.

Preferred Qualifications

Demonstrated leadership experience in higher education.

Knowledge of KU academic units, policies, and processes.

Supervisory experience.

Experience with budget planning and management.

Experience with faculty-related processes, especially promotion and tenure, sabbatical leaves, and related academic career development.

Experience working with diverse populations.

Excellent attention to detail as evidenced by prior work experience or references.

Demonstrated ability to be highly self-directed.

Experience managing meetings and events for a professional office.

Experience with OneNote and Drupal.

Experience with Perceptive Content/Image Now.

Experience with Microsoft SharePoint and Teams.

Advertised Salary Range

Range is $50,000 to $60,000

Application Review Begins

28-Nov-2022

Anticipated Start Date

03-Jan-2023

Primary Campus

University of Kansas Lawrence Campus

Employee Class

U-Unclassified Professional Staff

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, [email protected], Room 1082, Dole Human Development Center, 1000 Sunnyside Avenue, Lawrence, KS 66045, 785-864-6414, 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, 913-588-8011, 711 TTY (for the Wichita, Salina, and Kansas City, Kansas medical center campuses).