Front Office Manager

University of Kansas • Lawrence, KS

5d • Onsite

About The Position

The Schiefelbusch Institute for Life Span Studies (LSI) is a research unit located on the Lawrence campus of the University of Kansas. The LSI brings together over 100 scientists from a number of disciplines to study all aspects of human health and development across the entire scope of the human life span. These investigators are supported by 250 research and administrative staff members, including 170 graduate research assistants, student hourlies and trainees. We are seeking an Unclassified Support Staff position supporting the LSI Director, Co-Director and four LSI Associate Directors. The Office Manager is a critical role in the communications of the Director's Office, as they serve as the principal coordinator and support staff for the Director and as the “face” of the LSI in professional communication with deans, faculty, and university officials.

Requirements

• High School diploma/GED equivalency and 5 years of office experience.
• Previous experience with Microsoft Office and Outlook.
• Previous experience that required strong organizational skills with capacity for responding to and managing rapidly developing priorities.
• Excellent communication skills as evidenced by the quality of the application materials.
• Knowledge of KU and state structures, policies, and procedures as evidenced by application materials.
• Experience working professionally with other individuals and entities.
• Experience maintaining confidentiality and interpersonal judgement with regard to sensitive personnel issues.
• Skills in complex problem solving, including data-based decision making as evidenced by application materials.

Nice To Haves

• Education may be substituted for experience on a year for year basis.

Responsibilities

• Planning and directing the LSI Central Office support system, including reception, parking permits, LSI charge cards, and communications.
• Supervise ordering and inventory of keys for Central Office and all LSI units in the Dole Building.
• Assess and input Facilities Operations work orders and service requests for Central Office and LSI units in the Dole Building, including painting, plumbing, exterminators, movers, surplus property, and maintenance.
• Assist with distributing invoices to the correct LSI Central Office contact for payment for front office vendors.
• Authorize supply orders for LSI Central Office, and breakroom and oversee inventory of supplies.
• Manage Dole Building communications for internal and external correspondence, notifications, inquiries.
• Maintain LSI and Dole Building email contact lists and email announcements.
• Manage LSI conference rooms schedules, announce meetings, arrange catering.
• Supervise distribution of Dole building US mail and campus mail, incoming FedEx and UPS shipments and preparation of outgoing shipments.
• Research and purchase office furniture and equipment.
• Research equipment needs for LSI Central Office copiers/multi-function devices and oversee office equipment including purchasing and scheduling service.
• Oversee and provide support for Central Office correspondence, preparation of presentations, manuscripts, and reports.
• Arrange national and international conference calls, coordinate meetings of National Advisory Board, arrange itinerary for colloquium speakers and external consultants.
• Plan and organize annual LSI recruitment events involving center directors, staff and volunteer leadership.
• Assist with information dissemination including contributions to LSI website.
• Manage the Director and Associate Director's daily calendar, including scheduling of meetings/conference calls.
• Manage the Director and Associate Director’s travel, including arrangements for air, car and hotel reservations, conference registrations file travel requests, submit reimbursement forms.
• Assist the Chair of the LSI Promotion Committee by coordinating annual promotion process for LSI scientists, including review of submission materials for compliance.
• Analyze space requests and manage space inventory for all LSI units, including problem solving for occupancy and space availability.
• Supervise completion of all documentation for Space Survey.
• Direct LSI system for space assignments and resolution of space challenges.
• Maintain positive interactions with KU Space committee, OIRP, and Office of Space Management, and occupants of LSI space.
• Other Duties as Assigned

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED