Center for Public Partnerships & Research · 3 weeks ago
Administrative Associate Sr
Topeka Metropolitan Area
Full-time
Onsite
Mid, Senior Level
$51K/yr - $51K/yr
4+ years expThe Center for Public Partnerships & Research is seeking an Administrative Associate Senior to provide direct administrative support to the department Chair and manage the department’s primary administrative office. This role includes supporting faculty and staff, managing student hourly employees, and coordinating the department's graduate student program.
Higher Education
Responsibilities
Schedule seminars and help with other room reservations
Serve as WebSpace coordinator – to inventory and survey usage of departmental spaces
Assign student offices, manage keys and coordinate access to department spaces
Coordinate with department laboratory coordinators and School of Engineering Facility Manager for department facility management including large scale work orders, outfitting offices and labs, and furniture moves
Support faculty, staff, students, and other walk-in traffic with requested information
Support P&T, PTTR, & sabbatical processes by collecting, assembling, and submitting the necessary documentation
Track textbook requirements for each course, submit textbook requests to the bookstore, and request desk copies as necessary
Supervise AE equipment checkout (includes video equipment, cameras, projectors, computers, and office keys)
Supervise student hourly assistants
Coordinate with Engineering TSC regarding departmental office computers, telephones, software purchasing, and licensing
Coordinate the work of the Department Advisory Board, including maintaining membership records, and scheduling/coordinating meetings
Schedule and oversee the annual faculty retreat and Department social events, including contracting meeting space and catering
Coordinate office supplies orders and office equipment (e.g. copiers) maintenance
Arrange and process fellowship payments for all students
Support SOE Finance staff in developing budget reports for the chair
Coordinate GTA on-boarding and evaluation
Initiate forms for graduate student appointments utilizing the university 3G system
Coordinate with HR to hire student hourly positions and other appointments
Provide information to SOE payables related to purchasing and funding, and assist with shipping and receiving
Act as department timekeeper to review, correct student time, and approve student time when delegated
Coordinate purchases for faculty and laboratory coordinators as needed, and coordinate with student organizations on purchasing procedures and purchase requests
Coordinate with representatives of KU Office of Research to provide information, facilitate expenditures, allocate funding, and facilitate student hiring
Develop & apply procedures to respond to prospective student inquiries about graduate program eligibility requirements, application requirements, and enrollment procedures
Monitor departmental email for graduate student related questions and connect to AE Graduate Program Coordinator, Graduate Program Director, or other appropriate staff or faculty
Assist graduate student walk-ins as well as on-line students and connect them to the appropriate graduate staff
In coordination with the Graduate Program Coordinator assist with AE communication campaigns through KU systems
Work with AE Graduate Program Coordinator and School of Engineering to provide support engineering for graduate student recruitment and retention efforts for the department
In coordination with the AE Graduate Program Coordinator oversee departmental events for AE graduate students
Update information and coordinate approvals to the (Courseleaf) Catalog and Graduate Handbook each semester
Work with Graduate Director on student scholarship nominations for University, School of Engineering, Self Graduate program, and other graduate scholarships and fellowships
Support Aerospace Engineering Department and Graduate Program Coordinator with other duties not described above related to graduate student administration as appropriate
Maintain department image by updating bulletin boards, hiring photographers, etc
Assist departmental guests/visitors by making hotel, rental car, airfare, etc. reservations and by creating full itineraries
Organize departmental events, including annual banquets and meetings
Process background checks to avoid transactions with restricted parties
Qualification
Required
High school diploma or completion of G.E.D. equivalency and four years' experience in office administration, office management, or accounting, including one year experience with basic office computer systems as demonstrated in application materials
Preferred
Experience in a university setting and within a university structure
Experience working independently on projects and coordinating efforts for a number of people in various units
Experience with operating office equipment, personal computers, communication systems, and data-based software systems
Demonstrated experience to establishing and maintaining effective working relations including communicating effectively both verbally and in writing as demonstrated in application materials and interview
Attention to detail and strong organizational skills as indicated in application materials
Company
Center for Public Partnerships & Research
At CPPR, we tackle complex issues challenging our communities by building and partnering with many dedicated public agency professionals, non-profit service providers, and family members living and working in communities.
51-200 employees
Funding
Current Stage
Growth StageLeadership Team
Meghan Cizek
Assistant Director, Center for Public Partnerships and Research
Sara Gardner
Assistant Director, Center for Public Partnerships & Research
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