Administrative Assistant

Department

College of Liberal Arts & Sci

Primary Campus

University of Kansas Lawrence Campus

Job Description

Governance/Awards Support:

30% - Curriculum Workflow and Catalog

Coordinates workflow throughout the academic year for a high volume of new programs, program changes, new courses, course changes, and course de-activations in the CIM and CAT systems under the guidance and direction of the Governance, Awards, and Orientation Coordinator to ensure that all proposals are moved through the multi-level review process in a timely manner. Maintains inactive course list for the College, working with departments to de-activate courses not offered regularly and identify related changes needed in program or course requirements as a result of the course de-activation.

Reports de-activation requests to University Registrar, and to the Assistant Dean of CUAS and Director of COGA. Initiates catalog workflows each fall, distributing all appropriate pages for editing to each unit within the College (50+), and responds to department inquiries throughout the catalog review period. Follows up with departments to ensure completion of all catalog edits prior to the university deadline.

Provides training and desk-side coaching on CIM/CAT system for departmental users.

10% - Awards

Under the direction of the Governance, Awards, and Orientation Coordinator, assists with the administration of award competitions in the College, including faculty, staff and student awards. Prepares and distributes award calls, responds to inquiries from students, faculty and staff, receives applications, and reviews for eligibility. Prepares award notifications and maintains records of awardees. Coordinates with the College's Communications team to promote award competitions and award winners.

Maintains all relevant website content.

20% - Governance Committees

Assists with the facilitation of the work of the College's major curricular and academic policy committees, including CUSA, CGS, and CAC. Schedules meetings of the committee and subcommittees and prepares agendas and minutes. Coordinates all meeting logistics. Maintains all relevant website content.

Front Office Support:

30% - Front Office Reception:
Phone, Email and Walk-in

Provides front office reception, assists students, faculty, staff, and others with high volume of detailed, complex questions, providing information about various procedures, policies, regulations, and petition processes and results. Knowledge of College of Liberal Arts & Sciences policies and procedures, other KU school policies, and University policies and procedures is essential. Must have knowledge and understanding of some state and federal regulations such as FERPA.

Determines when it is appropriate to respond to the issue directly and when a referral should be made to another staff member, a faculty member, or another office.

10% - Access Data Entry, Perceptive Content and Program Plans

Updates student program plans in Enroll and Pay as requested by students. This includes declaration and removal of majors and minors and requesting addition and removal of College certificates. Assists with reviewing and processing admission to the College via Change of School in Perceptive Content.

Other duties as assigned.

Req  (Ex: 10567 )

31893

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, civil rights, Room 1082, Dole Human Development Center, 1000 Sunnyside Avenue, Lawrence, KS 66045, , 711 TTY.

Work Schedule

8-5 M-F with occasional event work outside of this time

FLSA Status

Nonexempt

Contact Information to Applicants

Rachel Decorie, rdecorie

Required Qualifications

* High School diploma or GED equivalency.

* One year experience in general office, clerical and/or administrative support.

* One year experience with Microsoft Office

Employee Class

U-Unclassified Professional Staff

Advertised Salary Range

40,000

FTE

1.0

Preferred Qualifications

* Demonstrated ability to quickly learn new technology and technical skills sufficient to navigate a complex workflow system, as evidenced by work experience.

* Strong verbal and written communication skills, as evidenced by work experience and application materials.

* Demonstrated interpersonal skills and ability to work effectively as part of a team.

* Strong organization and time management skills, as evidenced by work experience.

Position Overview

The College of Liberal Arts and Sciences' Governance Administrative Assistant is responsible for supporting both…