Administrative Assistant

Position Description

The Vice Provost for Undergraduate Studies at Kansas State University is seeking candidates for the position of Administrative Assistant.  The Office of the Vice Provost for Undergraduate Studies supports the strategic goals for undergraduate education as outlined in K-State 2025: A Visionary Plan for Kansas State University.  This includes direct support of K-State First, University Honors Program, School of Leadership Studies, Honor & Integrity System, Office of Undergraduate Research, Office of Nationally Competitive Scholarships, and the Office of Pre-Law Advising, as well as responsibility university-wide for academic advising, service-learning, and K-State 8 (general education).   Reporting to the Office of the Provost, Undergraduate Studies works closely with the faculty, staff, students, and administrators at the Manhattan and Salina campuses as well as the Division of Continuing Education and the offices which report to the Division of Student Life.   Improved retention and graduation rates are measures of success, as are expansion of undergraduate research and other indicators of academic rigor and quality.

Responsibilities

  1. Coordinates the daily operations for the Vice Provost for Undergraduate Studies and provides executive-level administrative support. Duties include:
    1. Serves as the primary point of contact and liaison between the Vice Provost for Undergraduate Studies and other university offices and external constituencies. Interacts with a wide range of people, including University leaders, faculty and staff; students, students, alumni, potential donors, and other external constituents.
    2. Drafts and edits written correspondence, communications, reports, presentations, and materials and ensures appropriate dissemination.
    3. Updates and maintains the Undergraduate Studies website, ensuring the content is well-written and up-to-date.
    4. Arranges travel, coordinates itineraries, and processes reimbursements.
    5. Coordinates and/ or performs routine office tasks, including handling and directing incoming phone calls and creation and maintenance of filing and information systems.  Provides support regarding space, furniture, equipment needs, and office supplies.
    6. Supports and participates in meetings of the Vice Provost as required.  Assists in the setting of meeting agendas, takes notes and writes them up for distribution, ensures appropriate dissemination, and orchestrates necessary follow-up.  Develops and prepares materials for meetings, including presentations, briefing documents, talking points, and agendas.  Coordinates meeting logistics, including room reservations, catering, transportation, and accommodations as necessary. 
    7. Monitors the budget for the Vice Provost and processes invoices for payment and reimbursement.
    8. Identifies administrative needs or problems, devises and recommends solutions, and implements solutions after approval.
    9. Exercises discretion while being trusted with sensitive or confidential information.
    10. Provides administrative coordination or support and serves as a resource to programs and units reporting to the Vice Provost for Undergraduate Studies, as assigned.
  2. Serves as a member of the administrative team within the Office of the Provost. Collaborates with staff across the Provost’s Office and the University to accomplish special projects and achievement of strategic planning goals.   Provides search process support for administrative hires or direct reports to the Vice Provost for Undergraduate Studies, and when requested, for the Provost and Senior Vice President.  Provides administrative support to university standing committees, task forces, or working groups as requested, including the Committee on Academic Policy and Procedures and the newly formed University Academic Advising Committee.
  3. Plans, coordinates, and implements university-level special events and programs related to undergraduate studies, including the New Student Convocation, Week of Welcome, and the Summer Undergraduate Advising Institute. Utilize the University’s content management system to update and maintain the unit’s website.
  4. Undertakes special projects on behalf of the Vice Provost for Undergraduate Studies, either individually or as a participant in task forces, working groups, or project teams. This includes project planning, research, implementation, communication, monitoring progress, and/or post-completion evaluation. 

Required Qualifications

  • Earned Bachelor's Degree from an accredited institution
  • Three years of progressively responsible administrative experience in a public or private organization
  • Demonstrated ability to coordinate, plan and implement special events and projects
  • Ability to multitask and manage multiple priorities under deadlines while maintaining a high level of professionalism and attention to detail
  • Proven organizational skills
  • Strong oral and written communications skills, including composition and editing.
  • Ability to establish and maintain effective collaborative working relationships with a diverse range of people and work as a team player.
  • Ability to exercise sound judgment, tact, and discretion, and maintain integrity with sensitive and confidential information
  • Must have a positive work attitude and be flexible, innovative, and receptive to taking on new or changing responsibilities.
  • Proficiency with computer skills, including the Microsoft Office suite of programs (including word processing, presentation, and spreadsheet applications) and Internet browsing applications
  • Ability to learn new tools, techniques, applications, systems, and processes as needed.
  • Demonstrated Library, Internet, and other research skills.

Preferred Qualifications:

  • At least one year experience providing administrative support to leaders or senior administrators in an academic environment
  • Broad exposure to a variety of university administration
  • Proficiency with web design and content management and use of social media for communications
  • Knowledge of accounting and purchasing principles and familiarity with university accounting and purchasing practices

Application Process

Qualified candidates should submit the following documents:  a cover letter describing how the candidate's educational experience and professional experiences meet the required and preferred qualifications for the position; a complete resume; copy of transcript of all degrees (official transcripts required upon selection); and names and complete contact information of three individuals who can speak to the applicant's qualifications for the position. PDF files preferred.  Application deadline is December 20, 2013.

Submit application materials to monicap@k-state.edu or to:

Monica Strathman
Kansas State University
School of Leadership Studies
103 Leadership Studies Building
Manhattan, KS 66506

Kansas State University is an equal opportunity employer and actively seeks diversity among its employees. Background check required.