ADMINISTRATIVE ASSISTANT
Administrative Assistant/Receptionist
Architecture Design
Position Overview
The Administrative Assistant/Receptionist of the School of Architecture & Design performs a broad range of duties to ensure the KU School of Architecture & Design functions as efficiently and effectively as possible. The successful incumbent will support faculty, staff, and students to ensure operational activities and requests are acted upon in a timely, accurate, mission‐driven, and service oriented manner. This role is responsible for running the front office well so that faculty and staff members can maximize performance in their core duties. Customer service, diplomacy and discretion are required of a successful candidate as this position is often the point of first contact for guests to the Dean’s Office and sets the tone for professionalism and hospitality. This position is designated as in‐person and reports to the Dean of the School of Architecture and Design.
Job Description
Receptionist/Front Office – 25%
Serves as receptionist for guests/colleagues to the Office of the Dean. Answers the telephone and greets visitors to the office.
Maintains guest parking, phone lists, mail delivery and equipment in the mailroom.
Manage office space and supply resources. Oversee calendars for shared rooms and equipment. Order and organize office supplies of all types.
Work with School staff to organize and/or delegate School events. Such activities may include communications, venues, catering, materials, and more.
Administrative support ‐ 25%
Assist with administrative duties of the Associate Deans of the School.
Assist with work‐related travel planning.
Assist with completing non‐sensitive requests from the university and other unit leaders.
Manage internal, departmental projects that support operational and/or administrative processes.
Facilities – 25%
Serve as the Dean’s liaison with KU Operations and its divisions including Facilities Planning & Development, and Facilities Services.
Address and coordinate all facilities issues and requests for the School. Activities may include: Prepare online work orders. Resolve issues identified in Fire Marshal report. Back up Building Emergency Liaison on all safety issues. Assist with Room Reservation system. Facilitate building access and security of school in coordination with public safety office, information technology and other central offices. Work directly with Campus Operations for building renovations, office and classroom requests and annual reporting.
Manage overall office spaces, including work locations, furniture, interior signage, storage facilities, etc.
Project manage and facilitate any movement of or changes to workspaces, liaising with KU Operations and space‐management teams, as needed.
Serve as primary contact for facilities occupied by the School during the break.
Serve as the school’s representative for inclement weather issues, building closures, accidents, legal notices, interpersonal disturbances, etc.
Maintain key inventory and building access.
Staff Coordination ‐ 20%
Maintain office staff schedule – regular hours and vacation requests
Resolve time punch errors and run time and labor report to make sure that all time has been entered and approved.
Other Duties as Assigned ‐ 5%
Perform other duties as assigned by the Dean.
Required Qualifications
1.High School diploma/GED and two years of office experience or two years of post‐secondary education.
2.Two years’ experience that required use of Word, Excel, Outlook and database software as outlined in application materials.
3.Two years' experience in providing administrative support in an office setting.
4.Excellent written, verbal and emotional intelligence communication skills as evidenced by application materials and demonstrated in interview process.
5.Two years working with a diverse population in a higher education setting.
Preferred Qualifications
1.Bachelor's degree from an accredited institution.
2.Work experience supporting activities requiring a high level of organization.
3.Strong customer service skills and/or experience.
4.Experience managing multiple projects, coordination of events/activities, or arranging travel related activities.
Contact Information to Applicants: Jim Hammen, jhammen@ku.edu
Additional Candidate Instruction
A complete application includes:
1.Cover letter addressing how you meet the required and preferred qualifications.
2.Resume.
3.Contact information for three professional references (including at least one previous or current supervisor).
4.Completion of the online application.
Only complete applications will be considered.
Deadline to apply for the position is October 9, 2022. Please apply by this date as the review will begin October 10.
Advertised Salary Range: $30,000.00 - $41,453.00
Application Review Begins: 10-Oct-2022
Anticipated Start Date: 07-Nov-2022
Primary Campus: University of Kansas Lawrence Campus
FTE: 1.0
Reg/Temp: Regular
FLSA Status: Nonexempt
Employee Class: U-Unclassified Professional Staff
Work Schedule: Monday - Friday, 8am - 5pm
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, civilrights@ku.edu, 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).