Associate Dean of Medicine jobs in Topeka, KS

The Executive Assistant (EA) provides administrative support to the Dean for the KU School of Business and serves as the point of access to the Dean. The incumbent must have a keen understanding of the Dean’s goals, philosophy, School policies and strategy in order to effectively act as a liaison on behalf of Dean with both external and internal contacts. This position also serves a vital role in managing the Dean’s office operations and works in close collaboration with others to execute the goals of the Dean and the School. The EA must exercise good judgment, maintain confidentiality, work independently, and demonstrate excellent communication (written and oral) and organization skills.

This position is designated as on-campus during the academic year and has flexibility to work virtually or hybrid over breaks and summer, as approved. The office will be located in Capitol Federal Hall, a 166,500 square foot modern facility that the School of Business has called home since 2016. Other flexible work schedules will be evaluated as per KU policy and School guidelines.

This is a full-time, 12-month, benefits eligible, professional staff position reporting directly to the Dean. KU offers excellent benefits to employees including generous retirement contributions, paid vacation and sick leave, insurance, and various discount programs. Full details are available at: https://humanresources.ku.edu/benefits. The successful candidate must have appropriate authorization to work in the U.S. before employment begins.
In a continuing effort to enrich its academic environment and provide equal educational and employment opportunities, the university actively encourages applications from members of underrepresented groups in higher education.

40% Office Management - Oversight and coordination of Dean’s office operations to ensure excellent customer service, efficient workflow, fiscal responsibility and work culture consistent with Dean’s and School of Business philosophy. The Executive Assistant is expected to provide solutions to a diverse range of problems and situations by exercising independent judgment and decision-making skills. Key aspects of Dean’s office management include: monitoring budget reports, supervision of staff, reviewing operating practices and overseeing daily operations. Specific tasks include, but are not limited to:

• Serve as key liaison to the Shared Services Center for Dean’s office regarding expenditures.
• Review and interpret monthly financial reports to monitor Dean’s office operational needs and expenses, including forecasting of student payroll budget. May provide financial data to assist Dean/Associate Deans in budget planning of office operations.
• Review operating practices and procedures to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.
• Interpret administrative and operating policies and procedures for employees.
• Determine office staffing needs, coordinate and direct office services provided by staff. Participate in hiring process of Dean’s office staff.
• Supervise multiple student employees, including managing work schedules, providing training and organizing training materials.
• Manage Dean’s Office physical space including ensuring that supplies are available for Dean’s office staff and guests, the office is clean, and the office is opened by 8 a.m. and closed at 5 p.m. each business day.

40% Executive and Administrative Support – Provide administrative support for Dean and/or Associate Deans in routine and special projects. Convey Dean’s views and opinions on his/her behalf when requested by the Dean. Prioritize requests made to Dean including meeting requests, scheduled appointments and communications. Demonstrate the ability to work under pressure at times and to handle a wide variety of activities and confidential matters with the utmost discretion. Specific tasks include, but are not limited to:

• Work independently on projects, from conception to completion, as assigned by the Dean.
• Schedule, manage and prioritize the Dean's and Associate Deans’ daily calendar.
• Analyze, prioritize, and manage Dean’s workflow including reading and evaluating incoming memos, submissions, and reports to determine their significance and plan their distribution.
• Screen telephone calls; respond, refer or forward callers to the appropriate parties, as necessary.
• Prepare and submit responses to correspondence containing routine inquires.
• Conduct research, compile data, and prepare papers, financial statements or reports for consideration and presentation by Dean, Associate Deans, Business School committees, and/or Boards of Advisors.
• Manage and maintain Dean’s office contacts and databases.
• Develop and maintain an efficient electronic and hard copy filing system of documents and records following school, university and government guidelines and requirements.
• Provide administrative assistance for School processes such as Promotion and Tenure and faculty reviews.
• Regularly engage with the Events Director and other staff to compile guest lists, coordinate Dean’s availability and use of Business School facilities for various events/activities throughout the year.
• Assist with other events, administrative functions and perform other duties as assigned.
• Provide administrative support for Faculty Advisory Committee (FAC); including but not limited to supporting monthly Faculty Assembly, ITE Surveys, setting up FAC meetings and more.

20% Constituent Relations - Maintain frequent interaction with internal and external constituencies of the Dean. Serve as liaison between Dean’s office and others including Provost Office, other Deans, Directors, faculty, staff, alumni, donors and the public. Specific tasks include but are not limited to:

• Work closely with the Chief of Staff to understand projects and initiatives involving the Dean and/or the School of Business and the Dean’s stance on all important issues.
• Meet with other administrative associates as needed in the school for school-wide event planning, and processes and updates in the school.
• Attend as Dean Office Liaison monthly all-staff meetings for Business School.
• Serve as Dean’s Board of Advisors Administrative Assistant including creating and maintaining a database.
• Collaborate with KU Endowment Association (KUEA) School of Business Team on behalf of the Dean for various events, functions and projects.
• Attend events as representative of Dean’s office School of Business, as needed.
• Participates in school- and university-wide committees and groups as requested.

A complete application requires: 1)on-line application; 2) current resume; 3) a cover letter addressing required qualifications; 4) complete contact information for three professional references.

Review of applicants begins on November 3, 2023 and will continue until the position is filled.

Jordan Yochim
jeyochim@ku.edu

minimum 50,000.00 commensurate with experience

Monday - Friday, 8am - 5pm; occasional evening or weekend

Friday November 3, 2023

Monday November 27, 2023

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