Executive Associate

University of Kansas•Lawrence, KS

2d•Hybrid

About The Position

The Executive Associate (EA) provides administrative support to the Dean for the KU School of Business and the Associate Deans. The School of Business offers undergraduate, master’s (full-time, part-time, and online) and doctoral programs. In recent years, the School has experienced remarkable growth and currently enrolls more than 3,000 undergraduate students spread among five different academic areas, with over 100 full-time members of faculty. This position serves as the point of access to the Dean and Dean’s office. The incumbent must have a keen understanding of the Dean’s goals, philosophy, School policies and strategy, and external affairs in order to effectively act as a liaison on behalf of Dean with both external and internal contacts. This position also serves a vital role in managing the Dean’s office operations and works in close collaboration with others to execute the goals of the Dean and the School. The EA must exercise good judgment, maintain confidentiality, work independently, and demonstrate excellent communication (written and oral) and organization skills. This position is designated as on-campus during the academic year and has flexibility to work virtually or hybrid over breaks and summer, as approved. The office will be located in Capitol Federal Hall, a 166,500 square foot modern facility that the School of Business has called home since 2016. Other flexible work schedules will be evaluated as per KU policy and School guidelines. This is a full-time, 12-month, benefits eligible, professional staff position reporting directly to the Dean.

Requirements

Bachelor's degree and seven years of office experience including an executive office or High School diploma or GED equivalency and 10 years of office experience including experience in an executive office.
Proficiency with computer software including Microsoft Office Suite (Word, Excel, Outlook and PowerPoint) as demonstrated by application materials.
Minimum of two years advanced professional experience demonstrating outstanding time management skills including organization, prioritizing tasks, and meeting deadlines.
Professional experience may be concurrent with educational experience requirements.
Excellent editorial and written communication skills, as demonstrated by application materials.
Excellent interpersonal, relational, and oral communication skills as demonstrated by the ability to engage a wide-range of constituents and provide outstanding customer service in previous employment.
Demonstrated ability to be highly self-directed and efficient with high attention to details and accuracy.
Prior experience handling highly sensitive or confidential matters responsibly and with discretion.
Thorough knowledge of University of Kansas structure, organization, and administration.
Strong work ethic.
Demonstrated capacity to manage simultaneous responsibilities and urgent issues while maintaining a professional demeanor and presentation in a public facing role.
Must have appropriate authorization to work in the U.S. before employment begins.

Responsibilities

Oversight and coordination of Dean’s office operations to ensure excellent customer service, efficient workflow, fiscal responsibility and work culture consistent with Dean’s and School of Business philosophy.
Provide solutions to a diverse range of problems and situations by exercising independent judgment and decision-making skills.
Monitor budget reports, supervision of staff, reviewing operating practices and overseeing daily operations.
Serve as key liaison to the Shared Services Center for Dean’s office regarding expenditures.
Review and interpret monthly financial reports to monitor Dean’s office operational needs and expenses, including forecasting of student payroll budget.
Provide financial data to assist Dean/Associate Deans in budget planning of office operations.
Review operating practices and procedures to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.
Interpret administrative and operating policies and procedures for employees.
Determine office staffing needs, coordinate and direct office services provided by staff.
Participate in hiring process of Dean’s office staff.
Provide training, oversight to other administrative support staff throughout the School to assure coordination and support for non-Area units.
Coordinate with Area administrative support staff on School-wide initiatives, events, etc.
Supervise multiple student employees, including managing work schedules, providing training and organizing training materials.
Manage Dean’s Office physical space including ensuring that supplies are available for Dean’s office staff and guests, the office is clean, and the office is opened by 8 a.m. and closed at 5 p.m. each business day.
Provide administrative support for Dean and/or Associate Deans in routine and special projects.
Convey Dean’s views and opinions on his/her behalf when requested by the Dean.
Prioritize requests made to Dean including meeting requests, scheduled appointments and communications.
Work independently on projects, from conception to completion, as assigned by the Dean.
Schedule, manage and prioritize the Dean's and Associate Deans’ daily calendar.
Analyze, prioritize, and manage Dean’s workflow including reading and evaluating incoming memos, submissions, and reports to determine their significance and plan their distribution.
Screen telephone calls; respond, refer or forward callers to the appropriate parties, as necessary.
Prepare and submit responses to correspondence containing routine inquires.
Conduct research, compile data, and prepare papers, financial statements or reports for consideration and presentation by Dean, Associate Deans, Business School committees, and/or Boards of Advisors.
Manage and maintain Dean’s office contacts and databases.
Develop and maintain an efficient electronic and hard copy filing system of documents and records following school, university and government guidelines and requirements.
Provide administrative assistance for School processes such as Promotion and Tenure and faculty reviews.
Regularly engage with the Events Director and other staff to compile guest lists, coordinate Dean’s availability and use of Business School facilities for various events/activities throughout the year.
Assist with other events, administrative functions and perform other duties as assigned.
Provide administrative support for Faculty Advisory Committee (FAC); including but not limited to supporting monthly Faculty Assembly, ITE Surveys, setting up FAC meetings and more.
Maintain frequent interaction with internal and external constituencies of the Dean.
Serve as liaison between Dean’s office and others including Provost Office, other Deans, Directors, faculty, staff, alumni, donors and the public.
Work closely with the Chief of Staff to understand projects and initiatives involving the Dean and/or the School of Business and the Dean’s stance on all important issues.
Attend as Dean Office Liaison monthly all-staff meetings for Business School.
Serve as Dean’s Board of Advisors Administrative Assistant including creating and maintaining a database of member information, coordinating Executive Committee and Board meetings, addressing board member needs throughout board term, and working with Board membership committee to track board lifecycle.
Collaborate with KU Endowment Association (KUEA) School of Business Team on behalf of the Dean for various events, functions and projects.
Attend events as representative of Dean’s office School of Business, as needed.
Participates in school- and university-wide committees and groups as requested.