Job Posting: Administrative Assistant (Univ. of Kansas)

Deadline: May 8, 2022

The University of Kansas Center for Russian, East European and Eurasian Studies and The Center for Latin American and Caribbean Studies seeks a shared full-time Administrative Associate. This position supports operations for both of these centers to facilitate an efficient office and the realization of our international education mission.

Duties include office management; financial reporting and support; curriculum and course scheduling; ordering office supplies; management of student workers and their projects; planning, logistics, and support for events, lectures, workshops, and conferences; creating and maintaining website and academic brochures; assistance in grant development and fundraising; and managing communications and the centers’ social media accounts. The application deadline is May 8 and review of applications begins May 9.

Job Description

Office Management – 40% Plan and manage physical space and office needs for the units, order supplies, and facilitate confidential shredding of materials Manage office invoices for both centers and identify funding sources/send to appropriate contact in SSC (Shared Service Center) Place orders on behalf of both units Serve as liaison for front-line technology support and IT liaison, Facility Services work orders Support for Russian Review journal and CREES and CLACS newsletters Manage / supervise supplies, account receivable/deposits, data/phone Services; procure furniture, obtain and control keys Attend staff meetings to discuss projects, programming, curriculum, events and personnel issues. Student hourly coordination: manage searches, train and supervise student hourly workers, approve time and leave, manage federal work study opportunities, and coordinate student hourly projects Email and communications management Update and enhance departmental websites and calendars as needed Other duties as assigned

Events and Programming Support 25%

Provide logistical and on-the-ground support for programming and events Assist with event planning and coordination, such as handle all logistics, itinerary planning, buying food supplies, table set-up, and other activities Handle all room reservations and technology set-up Oversee student-worker filming and photography of events Academic Administrative Support 15% Enter and maintain all course scheduling Support both units in development and implementation of area studies initiatives on campus through social media posts and flyers Assist in logistics of program searches as needed Travel Planning 10% Coordinate with faculty/students/outside guests on travel (airfare, hotel reservations, room reservations, transportation)—make reservations and manage invoices to send to SSC Manage payment related to guest speakers such as honorariums, travel Fill out appropriate paperwork, such as hospitality forms, W-9s, Contractual Service Forms, Employee Reimbursement Forms Identify funding source #s, project #s for each receipt/invoice for all travel, including KUEA, Grant, and State funds

Grant Management and Fundraising – 10%

Prepare communications for donors (i.e. thank you and solicitation letters) Coordinate with appropriate units regarding grant budgets and setting up award accounts Assist with budget justifications Correspond with grant sponsors as needed

Required Qualifications

Bachelor’s Degree 1 year prior relevant work experience (e.g. office, outreach, and events management) Strong written and communication skills as demonstrated by application materials and previous experience Interpersonal skills, including the ability to work collaboratively with people from diverse cultural backgrounds, as evidenced by previous work experience or references

Preferred Qualifications

Prior work experience with international programs, area centers, study abroad, or related academic units Academic or work background indicating exposure to international studies Ability to work independently on ongoing projects; ability to complete assigned tasks in a timely manner; responsible, adaptable, and self-motivated, as indicated by prior work experience, student experience, and/or references Prior experience with graphic design, Adobe products, and managing social media platforms

Additional Candidate Instructions

A complete application package will include a cover letter describing your qualifications for the position, a resume, and a list of three (3) professional references. Only complete applications will be considered.

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