## Position Overview
The Administrative Assistant for Institutional Opportunity and Access (IOA) will support the Executive Director of Institutional Opportunity and Access, and the IOA staff. This position will be responsible for managing calendars, assisting with various project management, data analysis and other office management duties. This position will work in partnership with administrative staffs of the Provost's and Human Resource's offices. This position requires an individual who has the ability to interact with diverse public inquiries regarding records or services in a professional, courteous manner. Also requires the ability to multi-task for different staff and to maintain multiple scheduling and work-flows. Handles highly sensitive, confidential and/or personnel issues and is charged with safeguarding the information accordingly. On a regular basis the position word processes, composes and edits official correspondence, reports, or other confidential documents as required. Will maintain databases, collects information and provide management reports. Uses a variety of computer software to complete administrative assignments. Researches, compiles and organizes material for administrators' use in problem resolution.
* This position may require some travel.
* Sitting for long periods; delivery or retrieval of documents or information within building or across campus.
* Dealing with paper records.
## Job Description
**40%-Administrative Support for Executive Director:**
Coordinate day-to-day activities to relieve the Executive Director and IOA staff of routine matters; using independent judgment, determine what information requires immediate attention of the Executive Director and/or IOA staff and refers other matters to appropriate staff and departments. Creates, maintains and uses files for IOA office in hard and soft copy (physical or virtual). Ability to organize and maintain records for the Executive Director- and other IOA staff. Performs initial intake screening on complaints of discrimination for review by Executive Director and assignment to IOA staff.
**10%-Scheduling:**
Maintain calendars for the Executive Director and IOA staff. Schedule meetings with university administrators on the Lawrence campus and outside vendors. Because of the complexity of the schedules of many of the administrators, it is important that meetings are scheduled without conflicts or errors. Arrange for suitable conference rooms and other logistics for KU and visiting attendees.
**20%-Correspondence:**
Prioritize work and tasks, draft letters, memos or correspondence, types interview notes, greet and screen callers and visitors, address telephone inquiries. Make note of calendar items, as appropriate. Expedite urgent correspondence and, as appropriate, refer correspondence to other members of the office. Exercise professional discretion and good judgment in handling the mail. Responsible for updating templates letters used by IOA staff.
**25%-Database Reports:**
Develop databases and reports for the Executive Director for Institutional Opportunity and Access, the Director for Accessibility and ADA education and the Investigators/Trainers in the office of IOA The data base for all complaint investigations, reasonable accommodations and accessibility issues is maintained by this position and requires the candidate to be able to input the complaint data, case processing deadlines, significant steps in the investigation and the resolution of each matter. The data entry also includes uploading documents associated with each investigation. Reports are provided to IOA staff on a weekly basis with month end and year end cumulative reports.
**5%-Other:**
PowerPoint, Adobe/PDF and Microsoft Office.
Develop, change and manage PowerPoint presentations for Executive Director and IOA staff.
Produce high quality presentations for senior leadership audiences.
Other duties as assigned by the Executive Director.
**10%-Budget:**
Must be knowledgeable about university business policies and procedures.
Must be knowledgeable about personnel policies and procedures.
Manage timelines associated with workflow requirements and respond according to the office guidelines. This position is responsible for managing the budgets for both the Lawrence campus and the KUMC campus. The position is also responsible for securing all purchases for the office. This includes ordering supplies, paying membership dues and paying for all other office expenses. The position also maintains the ongoing budget expenditures and communicates spending/budgetary needs to the Executive Director.
## Required Qualifications
1. High School diploma or GED equivalency AND one year of office experience or one year of post-secondary education.
2. Prior experience maintaining calendars for senior administrators.
3. Proficiency in Microsoft Office suites, database management and business software skills as demonstrated through application materials.
4. Prior experience creating and maintaining a physical and/or virtual filing system.
5. Evidence of the ability to effectively communicate in writing, which will be evaluated through application materials.
6. Work experience which required the ability to use, manage and handle confidential information.
## Preferred Qualifications
1. Excellent oral communication skills. Oral communication skills will be confirmed through interview and references.2. Prior experience in event planning.3. Experience with writing and editing reports as evidenced through application materials.
4. Advanced proficiency in Microsoft Office suites and business software skills.
5. Strong interpersonal skills and ability to work as a team member.
6. Knowledge of policies, regulations, guidelines and administrative practices of the university.
7. Ability to work independently.
8. Ability to establish and maintain effective working relationships with other employees, faculty and the general public.
## Additional Candidate Instruction
**A complete application consists of:**
* A cover letter addressing how required and preferred qualifications are met.
* Resume or curriculum vitae.
* Contact information for three professional references.
Incomplete applications will not be considered.
**This posting closes at midnight May 10th. To ensure consideration applications must be submitted before this time.**
## Contact Information to Applicants
Jane McQueeny, Executive Director IOA
jane.mcqueeny@ku.edu
785 864 3687
## 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, genetic information and retaliation in the University's programs and activities. Access to information regarding equal opportunity and diversity worksite posters is available at http://www.humanresources.ku.edu/policies_procedures/category_details/index.aspx?category=8 or you may contact 785-864-4946 or employ@ku.edu for alternate access options. Any inquiries regarding the non-discrimination policies should be directed to: Executive Director of the Office of Institutional Opportunity and Access, IOA@ku.edu, 1246 W. Campus Road, Room 153A, Lawrence, KS, 66045, (785)864-6414, 711 TTY
*Auto req ID:* 3285BR
*Posting Title:* Administrative Assistant
*Position Number:* 01110004
*Department:* Inst Opportunity & Access
*No. of Positions:* 1
*Location/Division:* Lawrence
*Reg/Temp:* Regular
*FLSA Status:* Nonexempt
*Employee Class:* U-Unclassified Professional Staff
*Advertised Salary Range:* Minimum $29,609
*Application Review Begins:* 11-May-2015