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30780BR

Job Title:

Executive Assistant

Department:

Architecture Design

Primary Campus:

University of Kansas Lawrence Campus

Job Description:

60% - Executive support for the Dean

+ Manages 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

+ Provides administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on behalf of the Dean. Works with the school communication team, as needed

+ Maintains comprehensive and accurate records of Dean’s activities, school bylaws and policies, and accreditation visits and reports

+ Provides support for fundraising efforts

+ Provides support for school assembly, and school-level committees

+ Engages in troubleshooting and expedite problem solving for the Dean’s office. Resolves and/or refers a range of administrative problems and inquiries

+ Helps train administrative staff and student employees assigned to the Dean’s Office on school policies and best practices

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

+ Coordinates and organizes PAB meetings and activities as assigned by the Dean. Organize events and catering, when necessary

+ Attends PAB meetings, PAB committee meetings, and development meetings, and keeps meeting minutes, as assigned

+ Maintains comprehensive and accurate records of PAB governance documents, memberships, and committee activities

15% - Faculty Affairs Support

+ 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 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 General Research Fund (GRF) applications, and serves as the school’s liaison to the Office of Research for questions. Receives and manages GRF proposals, maintains the Teams site for review, and prepares award notification letters. Communicates with the Office of Research on awardee data and assists with the periodic review of fund usage by account

5% - Other

+ Assists with greeting visitors to the Dean’s office, and handling walk-in questions from students, faculty, facilities, etc.

+ Assists with other activities and projects assigned by the Dean

Req ID** **(Ex: 10567BR)** **:

30780BR

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, [email protected], Room 1082, Dole Human Development Center, 1000 Sunnyside Avenue, Lawrence, KS 66045, 785-864-6414, 711 TTY.

Work Schedule:

M-F 8-5

FLSA Status:

Nonexempt

Contact Information to Applicants:

Jim Hammen

[email protected]

Required Qualifications:

1. Bachelor’s degree and seven (7) years of administrative support experience OR High School diploma or GED equivalency and ten (10) years of administrative support experience.

2. Previous work experience that required written communication skills, as evidenced by application materials.

3. Previous work experience that required the use of Microsoft Office Suite, as evidenced by application materials.

4. Prior work experience that required organizational and multitasking skills, as evidenced by work history.

5. Background in engaging with individuals across various roles and settings, as evidenced in application materials.

6. Previous experience handling sensitive and/or confidential materials with discretion, as demonstrated by related experience/work history.

Employee Class:

U-Unclassified Professional Staff

Advertised Salary Range:

$46,000 to $55,000, with final determination commensurate with experience

FTE:

1.0

Preferred Qualifications:

1. Experience supporting an executive level position in higher education, as evidenced by work history.

2. Prior experience working with faculty and students, as evidenced by work history.

Position Overview:

The 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.

Reg/Temp:

Regular

Application Review Begins:

23-Jun-2025

Anticipated Start Date:

07-Jul-2025

Additional Candidate Instruction:

A complete online application includes:

+ Cover letter addressing how you meet the required and preferred qualifications

+ Resume addressing how you meet the required and preferred qualifications

+ Contact information for three professional references (including at least one previous or current supervisor)

Application review is Monday, June 23, 2025. To ensure consideration, please apply prior to that date.

Job Family:

Administrative Support-KUL

Work Location Assignment:

Hybrid

Position Requirements:

This position requires working on-site. Hybrid options can be considered after a probationary period of 6 months.