Office Coordinator

Position Overview This position provides general administrative support for the TRIO SES and TRIO STEM unit and will work closely with program personnel, student hourlies, and participants to organize and implement specific tasks. The selected candidate must be dependable, able to work independently, retain high levels of accuracy, and prioritize and coordinate multiple office projects at one time. TRIO Supportive Educational Services and TRIO STEM provide comprehensive academic support to 370 first-generation, low-income college students and students with disabilities attending KU. Job Description 85% – General Administrative Support Provides front office support during peak times when the TRIO SES & STEM office is open. This support includes answering the office phone, checking and distributing office mail, responding to the office email account, scheduling appointments using Jayhawk GPS, providing information about TRIO SES & STEM to prospective students and parents, and making appropriate referrals to office staff and campus departments. Assists the Academic Coordinator with the supervision and training of student hourly Office Assistants who work as front office receptionists. Assists the director with program applications including downloading online applications, running Advising Reports, FAFSA Reports, Student Access Center Reports, and other supporting documentation, and emailing eligibility notifications. Coordinates collection and distribution of mail and packaging and shipments of materials (brochures, newsletters, flyers, letters to faculty). Supervises the physical environment of Room 6 and 7, including cleaning protocols, the submission of work requests for repairs and maintenance with Facility Operations and AAI Technology Support. Assists Director, Associate Directors, and Academic Coordinator with maintenance of personnel records and tutor summary reports. Assists the Director and Associate Directors with submission and tracking of receipts to the Shared Service Center. Assists the CEOP Office Manager with ordering supplies for the SES & STEM staff. Other tasks as assigned. 15% – Data Collection and Documentation for Federal Reporting Works with director and program staff to maintain paper and electronic files related to program participation. This includes scanning student files and tutoring paperwork into an electronic format for storage in compliance with Federal regulations. Supervises resource library, laptop, and calculator checkout program for SES/STEM participants. Works with AAI Technology Support to maintain an accurate inventory of computer hardware. Works with AAI Technology Support to update the computer stations in Rooms 6 and 7 and laptops available for check out at the beginning of each semester and as needed. Required Qualifications High School diploma or completion of G.E.D. equivalency. At least two years of experience in general office, clerical and/or administrative support work. Excellent communication skills with a diverse population as evidenced by application materials and work history. Preferred Qualifications Bachelor’s degree in business administration or related field. Experience working in a higher education setting. Experience with Enroll and Pay, Jayhawk GPS, and Microsoft Office Excel and Access. Experiencing supervising student hourly staff. Prior experience working with a TRIO Student Support Services program or with TRIO-eligible students. Contact Information to Applicants Gretchen Heasty – gheasty@ku.edu Additional Candidate Instruction A complete application includes an online application, cover letter, resume highlighting pertinent experience relative to the required and preferred qualifications and contact information for three professional references. Only complete applications will be considered. Application deadline is August 20, 2020. Advertised Salary Range $19.23/hour Application Review Begins 21-Aug-2020 Anticipated Start Date 24-Aug-2020 Work Location University of Kansas – Lawrence FTE .50 Reg/Temp Regular FLSA Status Nonexempt Employee Class U-Unclassified Professional Staff Work Schedule 20 hours/week between 8:00 AM-5:00 PM Monday through Friday Job Family Administrative Support-KUL Conditions of Employment Contingent on Funding Disclaimer The University of Kansas prohibits discrimination on the basis of race, color, ethnicity, religion, sex, national origin, age, ancestry, disability status as a veteran, sexual orientation, marital status, parental status, gender identity, gender expression, and genetic information in the university’s programs and activities. Retaliation is also prohibited by university policy. The following persons have been designated to handle inquiries regarding the nondiscrimination policies and are the Title IX coordinators for their respective campuses: Director of the Office of Institutional Opportunity and Access, IOA@ku.edu, Room 1082, Dole Human Development Center, 1000 Sunnyside Avenue, Lawrence, KS 66045, 785-864-6414, 711 TTY 9 for the Lawrence, Edwards, Parsons, Yoder, and Topeka campuses); Director, Equal Opportunity Office, Mail Stop 7004, 4330 Shawnee Mission Parkway, Fairway, KS 66205, 913-588-8011, 711 TTY (for the Wichita, Salina, and Kansas City, Kansas medical center campuses).

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