Administrative​/Clerical, Office Administrator​/ Coordinator, Administrative Management

Position: 0.0
Department

Kansas Geological Survey

Primary Campus

University of Kansas Lawrence Campus

Job Description

The following outlines the primary areas of responsibility and approximate allocation of time:

* 40% - Executive Support:

* Serve as the primary administrative partner to the Director and State Geologist, and as a member of the Geological Survey Administrative team.

* Proactively manage the Director's calendar - anticipating scheduling conflicts, protecting time for strategic priorities, and preparing the Director for upcoming commitments.

* Arrange domestic and international travel including itineraries, lodging, transportation, and conference logistics - with attention to contingencies and schedule efficiency.

* Review and prepare correspondence, presentations, briefing documents, and reports on behalf of the Director.

* Conduct background research and prepare summaries to support Director meetings and engagements.

* Monitor incoming communications in the Director's absence, determine appropriate responses or routing, and draft replies as needed.

* When required, tend to time-sensitive travel or logistics needs outside standard hours.

* Support Director's participation in national professional organizations including the Association of American State Geologists.

* Support periodic administrative requests from members of the Leadership Team.

* 25% - Logistics Management & Event Planning:

* Lead end-to-end planning and logistics for the two annual Geological Survey Advisory Council (GSAC) meetings, including venue, agenda, travel and lodging for members, meals, and reimbursements.

* Record GSAC meeting notes and assist with maintaining year-round member relationships.

* Prepare appointment correspondence for Chancellor-appointed positions.

* Plan and manage KGS-wide events including monthly all-staff meetings, the holiday gathering and spring barbecue, retirement celebrations, and recognition events.

* Coordinate logistics for visiting groups.

* Manage job candidate visits by coordinating interview schedules, travel, meals, accommodations, reimbursements, and presentation arrangements.

* 20% - Stakeholder Relations & External Communications:

* Serve as a representative of KGS Administration with legislators, legislative staff, federal and state agency heads, university officials, industry representatives, and the public.

* Prioritize and manage requests for Director meetings and information; exercise sound judgment about what requires escalation.

* Assist the Director in preparing and reviewing materials for legislative testimony, interagency meetings, and stakeholder briefings.

* Receive and redirect visitors and callers professionally, serving as a primary source of information about KGS operations.

* Maintain confidentiality on sensitive personnel, political, and institutional matters.

* Attend relevant meetings, workshops, and conferences to stay current on KGS research programs and organizational context.

* 10% - Internal Coordination & Administrative Operations:

* Serve as liaison between the Director's office and KGS staff, facilitating scheduling, meetings, and administrative follow-through.

* Maintain operation of administration equipment (copier, fax, shredder) and office supplies.

* 5% - Other Duties as Assigned:

* Respond to immediate and emerging needs as they arise.

Support special initiatives or projects at the Director's request.

Req  (Ex: 10567 )

32996

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 the Office of Civil Rights and Title IX, civil rights, Room 1082, Dole Human Development Center, 1000 Sunnyside Avenue, Lawrence, KS 66045, , 711 TTY.

Work Schedule

100% full-time (open to part-time if requested)

Schedule will be set during business hours, 8-5, M-F

FLSA Status

Nonexempt

Contact Information to Applicants

Annette Delaney, KGS HR

adelaney

Required Qualifications

* High School diploma or GED equivalency and seven years of office experience.

* Three or more years of administrative support experience at the executive or senior leadership level.

* Demonstrated experience managing complex calendars and travel for a senior leader.

* Proven ability to manage logistics for large, multi-stakeholder events or meetings as evidenced by application materials.

* Experience working on time-sensitive projects with firm deadlines as evidenced by application material.

* Excellent written communication skills, including drafting executive-level correspondence as evidenced by application materials.

* Experience that…