New

Executive Assistant

University of Kansas
United States, Kansas, Lawrence
1450 Jayhawk Boulevard (Show on map)
Jun 13, 2025
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. 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 Position Requirements This position requires working on-site. Hybrid options can be considered after a probationary period of 6 months. Required Qualifications 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. Previous work experience that required written communication skills, as evidenced by application materials. Previous work experience that required the use of Microsoft Office Suite, as evidenced by application materials. Prior work experience that required organizational and multitasking skills, as evidenced by work history. Background in engaging with individuals across various roles and settings, as evidenced in application materials. Previous experience handling sensitive and/or confidential materials with discretion, as demonstrated by related experience/work history. Preferred Qualifications Experience supporting an executive level position in higher education, as evidenced by work history. Prior experience working with faculty and students, as evidenced by work history. Additional Candidate Instructions 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. Contact Information to Applicants Jim Hammen jhammen@ku.edu Advertised Salary Range $46,000 to $55,000, with final determination commensurate with experience Application Review Begins Monday June 23, 2025 Anticipated Start Date Monday July 7, 2025