Administrative Associate Sr- Bioengineering Graduate Program Assistant
The University of Kansas Medical Center - Lawrence, KS

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Department: Engineering Administration, Bioengineering Graduate Program
Position Title: Administrative Associate Sr.
Working Title: Program Assistant
Position Number: 00206420
Position Overview
This position has administrative responsibilities in the Bioengineering Graduate Program (BioE). This position is a key component for the Bioengineering Graduate Program in that it assists the Academic Director of Bioengineering in the strategic development and the daily operations of the Bioengineering Graduate Program. This position is the first contact for prospective and current bioengineering graduate students. This position must possess excellent communication and organizational skills and exercise good judgment when working with program faculty and graduate students to ensure that the Bioengineering Graduate Program operates smoothly.
Job Duties
50% Administrative & Financial Responsibilities
1) Provide overall program support to the BioE Graduate Program. This includes communication with BioE faculty affiliates (KU and KUMC), BioE Track Directors, Academic Director's Advisory committee, BioE graduate students and prospective students, and Graduate Advisors from other programs.
2) Supervise, provide leadership, and train other staff members. Initially this will include student worker(s), but will include program staff as they are hired in the future.
3) Provide administrative support to the Academic Director of the BioE Graduate Program.
4) Compile information for monitoring and developing the BioE budget.
5) Coordinate and track the processing of payments and receipts for the BioE program, including expenses related to the BioE Colloquium (e.g. snacks and drinks at colloquium, travel, hotel and honorarium expenses for speakers).
6) Coordinate with the Engineering Budget Services Office, Research & Graduate Studies (RGS) and the Provost's Office to complete the BioE Graduate Teaching Assistant contracts each semester for newly admitted and continuing students. Ensure that contracts are submitted to the Provost's Office by the deadline set by the University each semester.
7) Coordinate offer letters to prospective graduate students being recruited into the KU BioE graduate program.
8) Budgeting, accounting, and financial reporting for the Bioengineering Graduate Program, in order to maximize efficient use of funding, while ensuring compliance with rules and regulations.
9) Assist the Academic Director in Bioengineering events, including but not limited to: Graduate Student Visitation Day(s), New Graduate Students Orientation, and GTA Mentoring & Training.
10) Compose and create memos, letters and other documents as needed for the Academic Director. Schedule meetings and manage the Academic Director's calendar.
11) Organize travel plans and itineraries for the Academic Director and visitors as needed.
12) Attend, record, and distribute minutes at meetings as assigned by the Academic Director.
13) Serve as Scheduling Officer (liaison to Office of the University Registrar for course and room scheduling)
14) Maintain computerized systems used to track: current student progress in the program; student quality indicators; student funding and awards; historical data/information; student declaration of advisor and track; faculty affiliate information and data.
15) Maintain program website and handle content management.
16) Other duties as assigned by the Academic Director.
25% Admissions and Recruitment
1) Maintain computerized systems related to tracking and communicating with prospective students regarding their application status and for contact information of BioE programs at other universities.
2) Contribute to the marketing of the BioE program by soliciting information from the faculty and researchers who carry out various marketing strategies, by developing, writing, and editing advertising and awareness literature (e.g. flyers, bulletin board postings, website news, etc).
3) Assist the Academic Director in developing, maintaining, and writing materials for an intuitive, efficient and effective Bioengineering website with respect to information needed by prospective, incoming and current Bioengineering graduate students.
4) Regular correspondence with prospective graduate students by email, mail, courier, phone and fax regarding application deadlines, requirements, procedures, and status for admission to the Bioengineering Graduate Program.
5) Maintain current knowledge of graduate admission procedures and enrollment/appointment requirements (both domestic and international students). Manage the BioE applications on-line through the College Net system for graduate applications.
6) Work with International Student Services and Applied English Center as needed to ensure that international students and graduate teaching assistants meet all admission/appointment/enrollment requirements.
7) Prepare and maintain application packets for mailings and for new graduate student orientation, evaluate and summarize applications for program requirements, including summaries required for the admissions process.
8) Assist the Academic Director in nominating students for Self Fellowship and School of Engineering scholarships and fellowships.
9) Other duties as assigned by the Academic Director. Including the occasional opportunity to travel to a conference or graduate fair.
25% Graduate Student Services
1) Maintain computerized systems used to track current student progress in the program.
2) Contribute to the writing and editing of the BioE newsletter for students and alumni.
3) Track, monitor, and report graduate student's progress toward degree with respect to degree requirements (M.S. & Ph.D. Plan of Study, etc.). Maintain all files and records for prospective and current graduate students. Maintains confidential records.
4) Communicate daily with the Academic Director and as needed with the Bioengineering Track Directors to apprise them of program activities. Maintain spreadsheets and reports on the Bioengineering graduate program.
5) Manage enrollment process, add & remove holds based on advising and plan of study status.
6) Assist the Academic Director in Bioengineering events, including but not limited to: Graduate Student Visitation Day(s), New Graduate Students Orientation, and GTA Mentoring & Training.
7) Coordinate, compile, and make available the list of BioE courses offered each semester by the various degree programs across campus.
8) Other duties as assigned by the Academic Director.
Required Qualifications
1) Bachelor’s degree (by time of appointment) and 1 year of administrative support work exp OR High School diploma/completion of G.E.D. equivalency and 3 years of administrative support work experience.
2) Minimum of one year of experience with basic office computer systems.
3) Strong written communication skills as demonstrated by application materials.
Preferred Qualifications
1) Bachelor's Degree.
2) Demonstrated computer skills, especially with MS Office programs (word processing and spreadsheet), email and internet.
3) Experience working in University setting.
4) Experience working with students (undergraduate or graduate).
5) Experience using and/or interest in learning MS PowerPoint and Access.
6) Strong problem solving skills and ability to meet deadlines.
7) Excellent organizational, interpersonal, and administrative skills.
8) Evidence of experience using independent judgment in a previous position or role.
9) Demonstrated ability to work independently, as part of a team, and with initiative.
10) Excellent oral communication and skills.
Specific Application Instructions for this Position: A complete application includes: 1) electronic application; 2) current resume; 3) a cover letter addressing the relationship between required and preferred qualifications and applicant’s credentials; and 4) complete contact information for three professional/supervisory references.
Application Deadline/Review Date: December12, 2012
Desired Start Date: January 2, 2012
Contact Information for Applicants: Destiny Poole, , 785-864-5258

Pay, Benefits & Work Schedule

Pay: This is a Non-Exempt (Hourly), University Support Staff (USS) position.
The salary range is $14.30 to $15.73.
Benefits: If this position will be appointed at 50% or more it is benefits-eligible. Benefits-eligible employees are eligible for group health insurance coverage as well as other benefit programs, retirement and other insurance programs. Semi-monthly employee health insurance premiums are determined based upon full-time or part-time employment status. Please click here for additional information concerning benefits coverage.
Work Schedule: This position is Monday-Friday, 8 a.m to 5 p.m.
FTE: 1.00 (Full Time)

Application Instructions

Applicants are required to complete the online application with all applicable information. Applications should include all relevant work history and all education details (if applicable) even if attaching a resume or curriculum vitae (CV). We strongly encourage applicants to have their cover letter and resume/CV as one document when applying for positions at the University of Kansas. Once you have completed the application form, you will have the opportunity to attach other documentation in the "My Career Tools" page of the Careers Homepage.
***When completing the application, please make sure to hit NEXT on the right side of each page until it is no longer available before hitting SUBMIT. Once you hit the SUBMIT button you can make no further changes to the application.
Please click the "Apply Now" link on this job posting to proceed with the online application. If you have any questions during the application process, please contact us at or (785) 864-4946.

Non-Discrimination Statement

The University of Kansas - Lawrence, University of Kansas Medical Center, the University of Kansas School of Medicine-Wichita and its affiliated locations are Equal Opportunity/Affirmative Action Employers.
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. The following person has been designated to handle inquiries regarding the non-discrimination policies: Director of the Office of Institutional Opportunity and Access, , 1246 W. Campus Road, Room 153A, Lawrence, KS, 66045, (785)864-6414, 711 TTY.
Arrangements will be made if you have a disability that requires an accommodation in completing the application form or in interviewing. Please notify Human Resources at (785) 864-4946 in advance so necessary arrangements can be made.