Executive Assistant for Academic Effectiveness

University of Kansas

Lawrence (KS)

Hybrid

USD 50,000 - 61,000

Full time

3 days ago

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Job summary

The University of Kansas is seeking an Executive Assistant to support the Academic Effectiveness team, managing calendars, coordinating meetings, and handling confidential communications with discretion. The role requires strong organizational skills and the ability to manage multiple priorities in a hybrid work setting.

Responsibilities include coordinating AVP activities, maintaining correspondence, and supporting budgeting, travel arrangements, and onboarding.

Qualifications

Experience using Microsoft Outlook, Zoom, Microsoft Teams, Word, PowerPoint, Excel as demonstrated by application materials.
Experience editing and writing professional office correspondence, as demonstrated by at least two years of related experience and writing sample.
Minimum of two years of experience planning, organizing, exercising sound judgement, and meeting deadlines.

Responsibilities

Coordinate AVP calendars and meetings with internal and external partners; assist with agendas and materials.
Manage email accounts for AVP teams; respond to routine inquiries and forward others appropriately.
Develop and maintain group distributions; update Academic Affairs, HLC, and Accreditation websites.

Skills

Outlook

Zoom/Teams

MS Office

Education

Bachelor's degree

High School diploma/GED

Tools

Monday.com

CIM system

OneNote

Job description

Position Overview

The Executive Assistant provides support for the Assistant Vice Provost for Academic Effectiveness, Assistant Vice Provost for Continuous Improvement, and Assistant Vice Provost for Program Life Cycle (collectively referred to as the Academic Effectiveness team). The position has primary responsibility for the coordination of executive level activities, and the analysis and management of internal and external documents, communications, and relations with a variety of university constituencies. The Executive Assistant manages the calendars of the Assistant Vice Provosts and must use discretion and good judgment in handling all issues. Information handled in this position is often sensitive, complex, and confidential. Courtesy, tact, patience, and discretion are required. All communications must be prompt, professional, accurate, and appropriately bridged between the Assistant Vice Provosts and numerous constituencies. The Executive Assistant must demonstrate adaptability, managing multiple projects simultaneously and changing project direction midstream as needed.

Job Description

30% - Scheduling and Meetings

Manage AVP calendars, coordinating with internal and external partners including but not limited to scheduling or rescheduling meetings, conference calls, and on-site visits. Assist with meeting agendas and materials as needed.

Schedule team and project meetings, including but not limited to meetings of the Academic Effective AVP team, Academic Program Review and Assessment committees and groups, University Core Curriculum Committee (UCCC), Academic Program Coordinating Committee (APCC), and the Higher Learning Commission university-wide accreditation planning group, steering committee, and criterion committees.

Support the execution of team and project meetings. Prepare agendas, reserve meeting locations, coordinate meeting technology, distribute meeting information, and make catering arrangements as needed. Attend meetings and associated check-ins as required, taking meeting minutes and tracking action items.

30% - Communications

Respond to emails in a timely and professional manner, seeking additional information as needed and ensuring thorough follow-up on pending items.

Manage the email accounts for APCC and UCCC, responding to routine inquiries and forwarding others to the appropriate contact.

Distribute routine communications in support of office operations, including but not limited to Program Lifecycle, Academic Program Review and assessment activities, and accreditation and licensure activities.

Develop and maintain group distributions lists to support efficient office operations.

Maintain Academic Affairs, HLC, and Accreditation websites, reviewing for accuracy, communicating issues to relevant staff, and making updates and changes as directed.

25% - File & System Support

Utilize Monday.com to track and complete assigned project and individual tasks.

Support the creation and maintenance of Microsoft Teams sites, including but not limited to HLC and project-specific sites and associated files. Manage constituent access, track and save various document submissions, and maintain repository of meeting materials. These include self-studies and committee materials for Academic Program Review, new program assessment plans and existing program assessment report, and APCC meeting materials and minutes, among others.

Maintain an efficient filing system of documents and records for Higher Learning Commission accreditation activities, following university and government guidelines and requirements.

Utilize the CIM system and OneNote to advance and archive proposals as directed by Program Lifecycle staff. Monitoring proposal progress in Monday.com and sending final program approvals to appropriate internal stakeholders.

10% - Budget and AVP Team Support

Maintain an organized filing system for receipts/invoices, submit to accounting specialist in a timely manner, and follow up on items as requested.

Arrange travel (flights, hotels, car services, registration, etc.) as requested. Submit travel documentation (receipts, meeting itineraries) for processing. May coordinate travel for guests on university business.

Prepare travel itineraries as needed, managing any last-minute changes or cancellations.

Track and submit invoices, expenses, and mileage reimbursements. Work with account specialists to follow up on missing receipts or support items needed to process expenses.

Review monthly OOE transactions to the Academic Effectiveness cost center.

Maintain organized tracking system of OOE expenses to support forecasting future budget needs. Coordinate new employee onboarding for AVP direct reports (keys, business cards, name tags/plates, technology, etc.).

Support vacant position searches as requested.

Position Requirements

This is a hybrid position. Executive Assistant may work on campus and off-site as approved by manager. Minimum on campus work will be 3 days per week after satisfactory probation period.

Required Qualifications

High School diploma/GED equivalency and seven (7) years of office experience, including experience in an executive office OR a Bachelor's degree and three (3) years of office experience, including experience in an executive office.

Experience using Microsoft Outlook, Zoom, Microsoft Teams, Word, PowerPoint, Excel as demonstrated by application materials.

Experience editing and writing professional office correspondence, as demonstrated by at least two (2) years of related experience and writing sample.

Minimum of two (2) years of experience working in an environment that requires planning, organizing, exercising sound judgement, and meeting deadlines as demonstrated by application materials and interview.

Minimum of two (2) years of experience handling sensitive and confidential material and information as demonstrated by application materials and interview.

Preferred Qualifications

Excellent interpersonal and oral communication skills, as demonstrated by application materials.

Experience with faculty support practices or related experience in an academic affairs, faculty-focused, or dean's office or in an academic department.