Executive Assistant

24261BR

Enrollment Mgmt Services

Position Overview

More than perhaps any other factor, the degree to which a university attracts and retains qualified students determines the success or failure of that institution.  The Enrollment Management division is a key player in this activity and has a profound effect on the institution’s success.  The division is committed to developing a data-informed, forward-looking, comprehensive enrollment strategy that enables the institution to pursue strategic goals in an integrated and intentional manner.

The Enrollment Management Shared Services Center (EMSSC) provides front-line services to students on behalf of all the units within Enrollment Management (specifically, Financial Aid & Scholarships, Graduate Admissions, Registrar, and Undergraduate Admissions), facilitates critical back-office processing, and provides overall project management support and office support for the organization. 

The Executive Assistant for Enrollment Management provides administrative support to Enrollment Management and EM Leadership.  This position will include oversite of calendar and schedules for executive staff, coordination of communication between executive and staff and acting as liaison on behalf of executive. The customers of this position are the staff of Enrollment Management and other campus constituents.  The primary objective of this position is to streamline the work environment and provide support for the constituents to enable their focus on recruitment, retention and graduation.

Job Description

50% Office Management

Serves as the office manager for the areas under the purview of the Vice Provost – Enrollment Management.

Provides support to the Vice Provost and leadership team members by answering telephone calls, responding to email messages, resolving or referring inquiries and problems.

Maintains the calendars for the Vice Provost and other leadership staff and notes that include appropriate background information for all meetings, presentations, etc.

Serves as primary contact for Facilities Services and associated facilities projects for the KU Visitor Center.

Serves as primary supply order personnel and manages inventory within EM as directed. Maintains reports and documentation to support this function as needed.

Coordinates the mailing area and all shared spaces as needed.  Is the primary contact for any deliveries to the Visitors Center unless the delivery is sent to a specified individual.

Manages phone lists and group distribution lists for all areas in EM.

Develops and executes EM social events.

Assists project manager with office moves within EM with facility design/redesign and moves as assigned and communicates with needed personnel such as Facilities and Information Technology.

20% Communications Coordinator

Communicates departmental updates by creating, editing, and dispersing mass EM emails.

Acts as the Vice Provost’s direct communication liaison with both University and external constituencies.

Composes, prepares and ensures timely responses to a variety of written inquiries and telephone calls.

Coordinates staff training events.

Prepares correspondence, reports and provides administrative support as needed.  

Maintains accurate donor records and initiates appropriate expressions of appreciation.

20% Shared Services Support

Assists with overflow of projects and tasks from Shared Processing and Student Services.

Assists Enrollment Management with documentation of business processes.

Assists Project Manager as needed.

Manages access for new hires and exiting protocols for all EM Staff.

10% Other Projects as assigned by the Vice Provost and EM Leadership

Required Qualifications

Bachelor’s degree and seven years of office experience or High School diploma or GED equivalency and ten years of office experience.

Minimum of two years’ experience with Microsoft Office software.

Experience managing conflicting priorities in a fast-paced environment.

Demonstrated ability to be highly self-directed and detail-oriented.

Excellent written communication skills as evidenced by the application materials.

Preferred Qualifications

Three years professional work experience in higher education. Preference given to those that have worked in a student services organization.

Strong Interpersonal skills organizational.

Ability to rapidly learn and adapt to new technologies.

Familiarity with KU structures, policies and procedures.

Experience with event planning.

Contact Information to Applicants

Amanda Cushing
[email protected]

Additional Candidate Instruction

In addition to the online application, the following documents are required to be considered for this position:

A cover letter addressing how required and preferred qualifications are met.

Resume or curriculum vitae.

Contact information for three professional references.

Incomplete applications will not be considered.

Application review begins Tuesday, February 7, 2023 and will continue until a qualified pool of candidates has been identified.

Advertised Salary Range

Starting at $45,500 commensurate with experience

Application Review Begins

07-Feb-2023

Anticipated Start Date

27-Feb-2023

Primary Campus

University of Kansas Lawrence Campus

Employee Class

U-Unclassified Professional Staff

Job Family

Administrative Support-KUL

Work Location Assignment

Hybrid

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).