Administrative Associate

University of Kansas

Lawrence, KS

ID: 7092260
Posted: January 14, 2022
Application Deadline: Open Until Filled

Job Description

Position Overview

The Administrative Associate administers all aspects of graduate student programs within the department, including Lawrence and Edward campuses (from initial contact with prospective students to completion of degree programs). Coordinate Continuing Education Classes for CEAE’s Professional Development Series and co-manage Professional Education Conference programs; Responsible for the development of the CEAE newsletter; Serve as Editor to the annual and quarterly CEAE Update Newsletters; Responsible for providing administrative support to thirty (30) faculty members, as well as the Director of Graduate Studies. Provide backup support for front office administrative associate and accountant.


Job Description

70% Graduate Student Program Administrator:
Develop & apply procedures to respond to prospective student inquiries about graduate program eligibility requirements, application requirements, and enrollment procedures.
Contact admitted students regarding orientation requirements and organize departmental orientation meeting each semester.
Maintain CEAE graduate program’s website and recruiting databases.
Process student applications in Slate.
Manage all communication campaigns through KU systems (currently Slate). Manage all responses to individual inquiries regarding admission.
Coordinate review and admission processing in collaboration with the CEAE Associate Chair for Graduate Studies.
Work with the School of Engineering to oversee and plan engineering graduate student recruitment and retention efforts for the CEAE department.
Maintain departmental graduate student records and advise CEAE students, faculty, and staff on Graduate Studies policies and processes. Work with students’ advisors to update changes in processes and policies.
Track graduate recruitment efforts, students' progress toward degree, and develop best practices for CEAE graduate student services.
Verify academic standing, schedule examinations, and manage enrollment and graduation processes.
Track student’s timeline to graduation, plan of study, changes in plan, and process leave & return from absences.
Communicate with foreign ministries regarding international extensions and student statuses.
Plan and oversee departmental events for CEAE graduate students.
Update information and coordinate approvals to the (Courseleaf) Catalog each semester.
Work with Graduate Director on student scholarship nominations from the School of Engineering, Graduate Studies scholarships, and SELF Scholarships.
Perform other duties relating to graduate student administration under the oversight of the Associate Chair for Graduate Studies.

10% Newsletter:
Oversee development of the annual CEAE Update newsletter (print) and the quarterly online newsletter, overseeing an Editor.
Develop timeline; assist the Editor in identification of storylines and content, as well as connect the Editor with relevant KU students, faculty, and staff.
Coordinate with professional printing services and KU Endowment personnel.
Review and edit all written materials.
Coordinate with KU Endowment for alumni listserv updates.
Work directly with the department Chair.

10% Conference Programs:
Coordinate with Geotechnical and Environmental conference chairs and planning committee on the development of upcoming conference requirements.
Act as point person for development of marketing materials, postcards, conference pamphlets, website content, and updates.
Oversee IT student hourly.
Develop and manage online registration procedures and track attendees.
Respond to registrant emails and phone calls. Coordinate with outside printers in the design of marketing materials and mailing lists. Develop and maintain a database of attendees mail/email lists. Produce individual conference packages, coordinating parking passes, name tags and conference program.
Produce certificates for the Professional Development hours. Manage on-site preparations for attendee’s arrivals. Act as the contact person for any issues regarding banquet, IT services, parking, and/or PDHs.