Internal Executive Associate to Dean, School of Music

Position Overview

The Executive Associate provides administrative, strategic, and communication support for the School of Music’s dean’s office. They report directly to the Dean and are responsible for the analysis and management of internal and external office documents, correspondence, protocols, procedures, and professional relations with university constituents, donors, alumni and others. The role requires maintaining a high level of confidentiality and the ability to work independently, using discretion and judgement to prioritize and handle projects that impact the School of Music.

• Administrative Support & Scheduling (50%)
  • Maintain the Dean’s appointment calendar and schedule meetings for the Dean and various school committees.
  • Serve as the Dean’s representative to other administrative offices on campus.
  • Screen incoming calls, welcome visitors, and manage verbal and written communication for the Dean.
  • Coordinate communication between the Dean’s Office and faculty, staff, and external constituents.
  • Attend Full Faculty and other relevant meetings and take minutes.
  • Maintain all office files, including personnel, school, and meeting minutes.
  • Order business cards and other supplies as needed.
  • Coordinate the annual National Association of Schools of Music HEADS report, gathering data and inputting it into the online form.
• Faculty Coordination (30%)
  • Assist with faculty searches, coordinating with Human Resources, the search committee, and scheduling interviews.
  • Coordinate visa processes for newly hired faculty applying for H1B visas.
  • Assist the Promotion and Tenure Committee with collecting materials, completing forms, and submitting electronic files to the Provost’s Office.
  • Coordinate the Promotion Toward Tenure Review, Post Tenure Review, and General Research Fund competition processes.
  • Manage faculty sabbatical applications and annual faculty review materials.
  • Collect peer teaching reviews for tenure-track and non-tenure track faculty.
• Program & Event Coordination (10%)
  • Coordinate School of Music graduation activities, including scripts, volunteer recruitment, and gift supplies.
  • Plan faculty/staff retreats each semester, securing space, catering, and AV services.
  • Perform other school-related activities as directed by the Dean.
• Staff Supervision (10%)
  • Oversee staff:
    Event & Recital Coordinator, Development Coordinator, Communications Manager, Piano Technician, and Band Administrative Assistant/Associate.

• High school diploma or GED equivalency and 10 years of office experience.
• Demonstrated ability to communicate clearly, concisely, and professionally in writing.
• Minimum 2 years of experience with Microsoft Office.
• Experience working with a wide range of individuals.
• Experience analyzing complex issues and data, and presenting conclusions and recommendations.

• Administrative leadership experience in higher education.
• Experience with University of Kansas structures, policies, and procedures.
• Minimum 2 years supervisory experience.