Office Assistant - University of Kansas : Job Details

Job Description60% Manage front desk responsibilities for KU Marketing Respond to incoming departmental emails in a professional, timely manner. Direct guests to the appropriate room and answer questions from visitors. Accept, organize, and fulfill requests for KU marketing or promotional materials. Pick up, sort, and distribute department mail. Provide clerical assistance (copy, scan, sort, file documents, etc.) and help with similar tasks. 20% Office organization and housekeeping Help stock supplies in conference rooms and other shared spaces. Ensure such spaces are kept tidy and appropriate for clients and guests. Assist with department vehicle maintenances like schedule and drop off for routine appointments, fill gas tank, etc. 20% Other duties as assigned Clerical, fact-checking, or other work for creative or strategy teams, etc., as assigned by the business coordinator or the director. 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 person has been designated to handle inquiries regarding the nondiscrimination policies and is the Title IX coordinator for all KU and KUMC campuses: Associate Vice Chancellor for Civil Rights and Title IX, [email protected], Room 1082, Dole Human Development Center, 1000 Sunnyside Avenue, Lawrence, KS 66045, 785-###-####, 711 TTY. Required Qualifications

Undergraduate student enrolled at KU

Excellent communication skills and professionalism as evidenced by application materials

Valid U.S. driver's license

Preferred Qualifications

Exceptional organization and time management skills, as evidenced in application materials.

Courteous and professional demeanor in writing and in person, as evidenced in application materials.

Knowledge of basic professional writing formats-emails, letters, etc, as evidenced in application materials.

Highly attuned to details and follow-through; able to see a project from inception to completion and evaluation, as evidenced in application materials.

A consummate self-starter: able to manage multiple tasks and deadlines with minimal supervisor input, to know what needs to be done and accomplish it, as evidenced in application materials.

Ability to think critically and creatively to solve office challenges, as evidenced in application materials.

Experience working in a professional office setting, as evidenced in application materials.

Basic knowledge of office equipment and software-Microsoft Office systems, copiers etc, as evidenced in application materials.

Position Overview The office assistant helps with general office management tasks for KU Marketing. During each shift, this person will complete all assigned tasks which can include:

• Customer-service tasks via phone, email, mail, and in-person (answering questions, referring people to other campus departments, fulfilling small orders for KU marketing materials, etc.)
• Ensuring organization and cleanliness of office conference rooms and shared spaces
• Picking up, organizing, and distributing office mail and deliveries
• Clerical and organizational support for multiple Marketing projects.

This role reports to the Business Coordinator but works with the entire office as needed. The office assistant should be able to work 10 hours/week during Monday-Friday, 8 a.m. - 5 p.m. office hours, preferably in shifts of at least 2 hours long. The student will work with the supervisor to set a regular schedule for each semester. Position Requirements During the semester term of the appointment, the student hourly must be enrolled in no fewer than 6 credit hours. For summer periods the student hourly must: (1) have been enrolled in no less than 6 hours in the past spring semester or (2) be pre-enrolled in the upcoming fall semester in no less than 6 hours or (3) be enrolled in summer session or (4) be admitted to study in the upcoming fall semester. Student Hourlies may be undergraduate or graduate students. (Exceptions granted for GRA/GTA/GA appointments DO NOT apply to Student Hourly appointments). Employment Conditions (1) Student employees are not eligible for remote work arrangements unless an exception is approved by the unit leadership and HR. (2) This is an hourly/non-exempt position. A student employee cannot hold an hourly/non-exempt position and a salaried/exempt graduate or undergraduate position (GRA/GTA/GA/RUA/RGA) concurrently.