Administrative Associate

45% Office Support and Scheduling

• Serve as the main WISE receptionist.
• Assist with walk-in requests, phone calls, and emails.
• Assist with scanning, copying, and faxing
• Assist with travel coordination for faculty, staff, students, and guests.
• Assist with WISE purchase of office supplies, event catering, and ordering as needed.
• Help manage departmental resources, office space inventory, and maintain visual monitors, including electronic student resources and the WISE display case.
• Serve as a point of contact for some internal offices, including IT and facilities.
• Assist in management of the scheduling of WISE meetings and events, including board meetings.
• Collect and distribute incoming and outgoing mail, packages, and create shipping labels.
• Maintain staff/faculty directories and contact lists.

25% Director and Faculty Support

• Respond to general director/faculty requests.
• Assisting in the coordination of WISE meetings, including scheduling, planning, and distributing agenda items and recording meeting minutes where necessary.
• Support for the Director with accounting and HR tasks, in collaboration with Shared Service Center staff, including support for KU Endowment processes.
• Assist in support for staff/student/post-doctoral researcher/research professor searches: coordinate interview schedules and payments through SSC for job candidate reimbursements; post ads to publications & related advertising websites; coordinate and create itineraries for campus visits for post-doc/research professor searches.
• Support for annual evaluations and student awards.
• Distribute information to WISE faculty, staff, graduate students, undergraduate researchers via email.
• Assist with record keeping.

25% Communication & Event Planning

• Coordinate and develop content for WISE newsletters and communications.
• Update and maintain WISE websites and assist with management of content, including websites, WISE news, and events.
• Create and maintain social media outlets, collecting and editing information from faculty, post-doctoral researchers and graduate students.
• Update email and mailing lists for announcements.
• Assist in planning and coordination of events, such as room reservations, itinerary planning, presenter logistics, scheduling, RSVPs, and communications.
• Attend events to provide support, including pre- and post-event support.
• Prepare communications for donors.

5% Other

• As specified by the WISE, based on need.

1. Work location statement: This position works primarily on-site, but limited remote work may be considered per mutual agreement between the WISE director and selected candidate.

1. Bachelor's degree with at least two years of office experience (such as account manager, skilled clerical, accounting, auditing, and/or administrative support work).
2. Experience with basic office computer systems to include experience with MS Word, PowerPoint and Excel as evidenced by application materials.
3. Strong written communication skills as evidenced by application materials.

1. Bachelor's degree in Business Administration.
2. Higher education administrative support experience.
3. Experience with the university's online student records system and knowledge of university academic policies and procedures.
4. Skilled in MS Word, Excel, PowerPoint, Adobe, and web based applications (e.g., WordPress)
5. Strong time management skills and the ability to prioritize workflow.
6. Highly skilled in interpersonal relations.
7. Strong verbal communication skills.
8. Eagerness to take on new tasks.

• Cover Letter
• Resume
• 3 Professional References