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Job Description
20% - Office Operations, Facilities & Technology, Procurement & Financial Processes
- Oversee management of departmental and program spaces, including offices, classrooms, and conference/seminar rooms.
- Coordinate space planning, scheduling, and moves (furniture, IT setup, phones, signage, keys, and workspace readiness).
- Serve as primary liaison for facilities work orders, maintenance, and IT support.
- Manage office equipment, printers, technology, furniture, supplies, and confidential shredding.
- Provide front-line technology troubleshooting or coordinate with IT services.
- Coordinate purchasing, reimbursements, honoraria, and other financial transactions through the Shared Service Center.
- Assist with report preparation, receipt reconciliation, and supporting documentation for grants and academic units.
- Track and manage fund disbursement and grant expenditures to ensure compliance with financial requirements and reporting obligations.
- Procure and manage office supplies, equipment, materials, and program-related items.
- Submit and manage textbook orders and desk copy requests.
- Assist faculty with administrative processes, forms, and paperwork.
- Provide operational support (printing, mailing, transcription, etc.).
- Serve as liaison for academic policies, deadlines, and processes.
- Support class scheduling, including coordination of cross-listed courses.
- Maintain faculty, lecturer, and GTA office hour listings.
- Ensure teaching materials meet accessibility requirements.
- Serve as receptionist and primary point of contact for students, faculty, staff, partners, funders, and visitors.
- Manage academic unit and grant-related program email accounts and mailing lists, ensuring timely responses or appropriate routing.
- Respond to inquiries across email, social media, and other communication channels.
- Ensure all interactions are professional, welcoming, accurate, and timely.
- Manage websites, online learning platforms, social media platforms, newsletters, and external communications, ensuring that proper brand strategy is used consistently.
- Support production and delivery of academic unit and grant-related promotional materials (e.g., brochures, advertising, promotional materials).
- Coordinate communications with campus partners, affiliate faculty, alumni, and external stakeholders for academic units and grant programs. This includes pre-arrival and post-program communications, materials, and logistics for participants and staff.
- Prepare donor communications (e.g., thank-you and solicitation letters).
- Serve as liaison to campus partners, including KU International Affairs, KUCR, Housing, Shared Service Center, KU Alumni Association, Kansas Union, Lied Center, and the Honors Program.
- Serve as liaison with KU Endowment, maintain alumni and donor contact lists, and generate reports as needed.
- Serve as liaison with University offices, embassies, and federal systems to ensure international participants complete required visa documentation (e.g., DS-2019) and compliance requirements (e.g., health insurance, reporting).
- Support academic unit and grant program delivery through online learning platforms, including posting materials and facilitating communication.
- Maintain organized, accurate, and secure departmental records using shared drives and approved KU IT systems.
- Recruit, hire, and supervise student employees, including federal work-study positions.
- Coordinate student assignments to align with academic-year workflows and deadlines.
- Plan and coordinate academic unit and grant-related events, including orientations, faculty gatherings, banquets, visiting speakers, and co-sponsored events that may take place locally, regionally, nationally, or internationally.
- Manage academic unit and grant-related event logistics such as travel, room reservations, dining/catering, transportation, itineraries, RSVPs, materials, and communications.
- Provide on-site and pre/post-event support for academic units and grant related events.
- Attend staff meetings, record minutes, and distribute for access.
- Manage undergraduate award processes, including promotion, nomination collection, file management, committee coordination, and communication with recipients.
- Track and manage fund disbursement and grant expenditures to ensure compliance with financial requirements and reporting obligations.
- Assist with report preparation, receipt reconciliation, and supporting documentation for grants and programs.
- Serve as primary administrative support to the Chair/Director, including providing updates, executing assigned tasks, and managing correspondence.
- Assist with departmental budget coordination, fiscal planning, and strategic initiatives.
- Provide occasional support to Graduate and Undergraduate Studies leadership.
- Serve as liaison for affiliate faculty and support related communications and engagement.
- As specified by the WGSS chair and ILS director, based on needs.