We are searching for a focused Executive associate to join our experienced team at The University of Kansas in Lawrence, KS.
Growing your career as a Full Time Executive associate is an exceptional opportunity to develop fundamental skills.
If you are strong in presentation, research and have the right initiative for the job, then apply for the position of Executive associate at The University of Kansas today!
Position Overview
The Executive Associate to the Dean provides high-level administrative support to the Dean of Libraries and the Libraries Leadership Team. This position plays a crucial role in managing the Dean's calendar, coordinating meetings and internal events, and facilitating effective communication between the Dean and various stakeholders. The Executive Associate represents the Dean's Office in liaising with internal and external parties, actively building relationships while ensuring that administrative tasks are handled efficiently and effectively.
This is a confidential position - The position is critical in the communications and operations of the Dean's Administrative Office and operates in a highly visible role within the university community. The Executive Associate has access to a variety of sensitive information (personnel records, fundraising files, etc.) and is expected to maintain discretion and confidentiality. Professional communication with state officials, media, business and industry leaders, deans, faculty, university officials, students, and the general public is an essential part of this position.
The University of Kansas Libraries support a safe and inclusive environment for all members of our diverse communities at KU. We are committed to building a diverse and pluralistic workforce and strongly encourage applications from diverse candidates. This position will demonstrate a commitment to advancing diversity efforts in the libraries and contribute to an inclusive environment. Job Description 25% Administrative Management
Serve in an administrative support role for the libraries. Coordinate with all library units and act as liaison for the Dean with faculty, staff, students, and external constituents. Support the Dean of Libraries' work with internal libraries teams, university, community, state, association, and consortium task forces and committees. Make arrangements for key library meetings and internal events, including monthly all-staff meetings. Accomplish or coordinate office management activities and scheduling needs with other staff and student interns in the Dean's Office. Coordinate review and approval processes for reservation requests in prominent Watson Library meeting spaces. Support set-up of audio-visual equipment in these rooms and liaise with IT experts to resolve advanced technology needs. 20% Calendar Management
Be responsible for heavy calendar management, requiring interaction with both internal and external executives and assistants to coordinate a variety of complex executive meetings. Execute judgment in relation to libraries' priorities when resolving conflicts and problems with the Dean's calendar and the overall calendar of library/university events. Make judgments concerning priorities for meetings utilizing knowledge of current projects, ongoing programs, university priorities and policy initiatives. Exhibit flexibility and proactive problem-solving skills to adjust meetings for urgent needs -- particularly in prioritizing critical libraries initiatives and requirements of the provost. Ensure proper coordination of calendars and activities of the libraries' Leadership Team. Make high-level decisions on which issues receive priority on calendars. In order to fulfill this expectation, the Executive Associate must be fully cognizant of current issues related to the libraries. 20% Projects & Initiatives
Work closely with the Advisor for Strategic Initiatives & Organizational Engagement to support and coordinate an evolving mix of special library projects, strategic planning and organizational initiatives. Support development of presentation materials. Research relevant current issues related to the Dean's work by using online tools, conducting surveys, or directly contacting specific external professionals. Provide reports on relevant topics, such as summaries of articles on strategic library issues or peer university policies. Perform high-level analysis and compilation of data on demand, and may provide follow-up oversight for library projects in partnership with other university units, ensuring that deadlines are met. 10% Manage Dean's Travel Arrangements/Reservations
Work closely with the Dean, the fiscal office and travel agencies in order to manage the Dean's travel arrangements, reservations to events, and travel reimbursements. 10% Dean's Office Communication
Greet visitors and answer phone calls to the Dean and Administrative Office. Direct all incoming inquiries to the appropriate party promptly and efficiently, navigating complex situations with empathy and discretion. Independently manage routine administrative processes on behalf of the Dean by delivering internal library communications using appropriate distribution lists and other protocols. The Executive Associate is pivotal in completing reports and responding to surveys that are used in nationwide comparisons with peers or that ensure continued funding of critical projects. Will handle some outgoing electronic communications on the Dean's behalf, in partnership with the Advisor for Strategic Initiatives & Organizational Engagement and Executive Director of Communications & Advancement. 10% Dean's Office Operations Support
Provide calendaring and planning support to the Associate Deans and other central library administrative staff. Oversee Dean's Administrative Office operations. 5% Other duties as assigned Required Qualifications Bachelor's degree and seven years of office experience including experience in an executive office or High School diploma or GED equivalency and 10 years of office experience, including experience in an executive office. Preferred Qualifications Experience supporting an executive level position in higher education Prior experience working with faculty and students Prior work experience that required organizational and multitasking skills Experience working with diverse populations Experience handling sensitive and/or confidential materials with discretion as demonstrated by related experience/work history Excellent communication skills, as evidenced in application materials/process At least 1 year of experience using Microsoft Office Suite
Additional Candidate Instructions
Applicants should attach a cover letter, resume/CV, and contact information for three professional references (including at least one previous or current supervisor) to this online application. Please use your cover letter to address how you meet the required and preferred qualifications. An online application must be completed to be considered for this position. Initial application review will begin Monday, August 28, 2023 and will continue until a qualified pool of applicants is received.
Contact Information to Applicants
Mike Broadwell View email address on jobs.institutedata.com
Advertised Salary Range
51,106-74,104; final determination commensurate with experience
Application Review Begins
Monday August 28, 2023
Anticipated Start Date
Monday October 16, 2023
Benefits of working as a Executive associate in Lawrence, KS:
? Learning opportunities
? Continuous Learning Opportunities
? Attractive packageCompetitive Pay
