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Executive Assistant I

Apply now Department: 3670053010 K-State Olathe
Job no: 513513
Employment type: Staff Full Time (Unclassified - Regular)
Location: Olathe, Kansas
Categories: Administrative / Professional, Business / Accounting / Finance, Communications / Public Relations / Marketing, Office / Clerical
Pay Grade: 10A

About This Role:

K-State Olathe is seeking qualified applicants for an Executive Associate to the Dean and CEO. This position serves as principal assistant to the Dean/CEO. The Executive Associate is a member of the Dean’s leadership team and advocates and promotes the campus agenda, working closely with their counterparts on the K-State Manhattan, Salina and Global campuses to ensure open communication and progress on issues that affect the K-State Olathe campus and the entire university. The Executive Associate keeps in close and regular contact with the Dean/CEO to stay abreast of evolving issues and concerns, enabling the Executive Associate to make independent decisions about the Dean’s schedule and priorities. The Executive Associate assists the Dean/CEO with priorities by overseeing/managing projects of the campus leadership team, the preparation and oversight of background materials, and the strategic scheduling of meetings, speaking engagements, and interactions with external constituencies. This position supervises the K-State Olathe campus front desk assistant.

Responsibilities include:

  • Maintains the Dean/CEO’s schedule and is the front-line person for access to the Dean. Employee must work independently and has frequent interactions with internal and external constituencies of the K-State Olathe campus.
  • Maintain close working relationships with counterparts at the K- State Manhattan, Salina, and Global campuses to ensure open communication and progress on issues affecting the academic mission of the University.
  • Prepares agendas, meeting organization, distribution of minutes for a variety of boards, committees and task forces that involve the Dean/CEO, keeping in mind campus priorities.
  • Supports orientation of new hires; e.g., arranging/coordinating office space, supplies, and technology.
  • Drafts correspondence for the Dean/CEO, refers email to Dean’s staff to reply as needed, and responds directly to issues about which they are knowledgeable. In general, the Executive Associate is aware of all significant incoming or outgoing  correspondence. Monitors email, keeping in mind priorities and calling attention to items that need immediate handling, and tracking those items that can be postponed.
  • Briefs the Dean/CEO regularly on emerging issues and ensures the Dean is sufficiently briefed prior to and following meetings.
  • Responsible for the coordination of the campus leadership groups, including agenda setting, tracking of accomplishments and metrics.
  • Track projects assigned to the Dean’s direct reports. Responsible for overall project management of the administrative functions of the campus and ensures timely initiation and execution of regular activities and their deadlines requiring action from staff.
  • Coordinate documentation management of projects, summaries, and final reports. Ensures that all appropriate correspondence, forms, and documentation are saved and filed per campus and university policy.
  • Performs background research and works closely with marketing and other relevant staff to prepare talking points.
  • Coordination of clerical support including, but not limited to, typing, word processing, spreadsheet applications, electronic calendaring, expense report preparation, presentation preparation, electronic mail system, telephone coverage including voice mail system.
  • Coordinate business travel arrangements as needed.
  • Supervises the K-State Olathe campus front desk assistant.
  • Manage office supplies, including ordering and tracking expenses.
  • Maintain policies and procedures for the campus.
  • Coordinates appointments to campus committees and serves as staff to advisory committees.
  • Handles special projects and assignments from the Dean, as needed.

Why Join Us:

Kansas State University’s Olathe campus was launched in April 2011 and is the third and newest campus in the university’s system. The campus is located in Johnson County and the Greater Kansas City metro area. The campus is a strategic partner of the Johnson County Education and Research Triangle, which was created in 2008 when residents invested in the county's future by voting for a one-eighth cent sales tax. The proceeds from this tax generate more than $15 million a year to fund higher education through a unique partnership among Johnson County, the University of Kansas and Kansas State University.

Kansas State University offers a comprehensive benefits package that includes health insurance, life insurance, retirement plans, paid time off – vacation, sick, and holidays.   To see what benefits are available, please visit:  https://www.k-state.edu/hcs/benefits

We Support Diversity and Inclusion:

Kansas State University embraces diversity and inclusion.  The university actively seeks individuals who foster a collegial environment and cooperative interactions with coworkers, students, and others.  The University is dedicated to promoting the Principles of Community.

What You’ll Need to Succeed:

Minimum Qualifications:

  • Bachelor’s degree and five years of relevant experience. This position may use an educational equivalency as determined relevant by a hiring manager.

Preferred Qualifications:

  • Experience providing administrative support to top leaders in higher  education.
  • Experience or education with project management, and the ability to handle and track multiple projects at once as evidenced by work experience.
  • Knowledge of the Kansas State University structure, organization, and administration.
  • Excellent interpersonal and oral communications skills as well as editorial and written communication skills as evidenced by application materials, professional background, or reference calls.
  • Experience working with a diverse range of people in various circumstances.
  • Two years’ experience with common office software (Outlook, Excel, PowerPoint, and Word)
  • Experience handling sensitive and confidential matters responsibly and with discretion.
  • Demonstrated experience using independent judgement and responsibility with minimal oversight.

Other Requirements:

  • Applicants must be currently authorized to work in the United States at the time of employment

How to Apply:

Applicants must provide a cover letter, resume, and contact information for three current professional references.

Application materials must be submitted online to be considered.

https://www.k-state.edu/hcs/careers/

Questions regarding specifics of the position can be directed to Debbie Kirchhoff, Executive Director of Strategic Initiatives, and search committee chair at debbierk@k-state.edu.

For questions regarding the recruitment process, please contact Roberta Robinson, HR Manager, at robertar@ksu.edu or (913.307.7316).

Screening of Applications Begins:

Immediately and continues until position is filled.

Anticipated Hiring Salary Range:

$60,000-$75,000

Equal Employment Opportunity:

Kansas State University is an Equal Opportunity Employer.  All applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender, gender identity, age, national origin, disability or status as a protected veteran.

Background Screening Statement:

In connection with your application for employment, Kansas State University will procure a Background Screen on you as part of the process of considering your candidacy as an employee.

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Applications close:

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