Position Overview
The Office of Audit, Risk & Compliance (OARC) provides leadership and university-wide services that strengthen accountability, mitigate significant risks, investigate, and resolve allegations, and reduce the consequences of non-compliance with federal and state laws. The Office of Integrity & Compliance (OIC), as a component of OARC, supports this effort by maintaining an effective compliance program through management of policies and regulatory training requirements and by proactively identifying and addressing potential areas of compliance risk.
The Administrative Associate Senior, reporting to the Director of Training and Business Operations within OIC, will be primarily responsible for managing the Associate Vice Chancellor for OIC's calendar, assisting Global Risk & Security (GRS) in scheduling, and handling OIC purchasing.
Job Description
60% - Calendaring and Coordinating Events
- Maintain calendar for the Associate Vice Chancellor and the Director of GRS and assist other Directors within OIC with scheduling as needed.
- Communicate effectively and professionally with fellow administrative personnel to coordinate scheduling of meetings.
- Manage Committee & Workgroup scheduling, reminders, calls for agenda, meeting minutes.
- Coordinate planning of events for OIC and GRS.
- Work with the OARC Executive Assistant to schedule OARC events and act as backup support for the Chief Risk Officer and Chief Audit Executive.
20% - Procurement
- Work with KUMC Central Business Services (CBS) to manage OIC purchasing:
- Ensure creation of all standing purchase orders for fiscal year.
- Ensure creation of requisitions to process all invoices timely.
- Ensure creation of supplier contracts.
- Communicate with vendors regarding billing concerns.
- Compile information to set up new suppliers.
- Assist CBS with completion of travel authorizations for OIC and GRS teams.
- Coordinate with CBS in overseeing recruitment tasks for new hires.
- Assist ADA Director with managing service contracts and parking passes and access for interpreters.
20% - General Projects
- Assist with coordinating and executing communications for training, events, meetings, general updates, or other activities for OIC and GRS.
- Develop and maintain contact and distribution lists and other data tracking using excel.
- Assist with special projects, such as formatting documents, assembling materials/packets, copying, tracking activities, etc.
- Assist with maintenance of websites for OIC and GRS .
- Other duties as assigned.
Position Requirements
- Employee will have the option to primarily report to either the Lawrence campus or the KU Medical Center campus with occasional travel to the other.
- Position is 100% on-site.
Required Qualifications
- Bachelor's degree in related field and one year of related experience OR Associate degree and 3 years of related experience OR HS diploma/GED and 4 years of related experience.
- Experience that utilized organizational skills and the ability to coordinate and prioritize multiple tasks in a busy dynamic environment as evidenced in application materials.
- Previous work experience that required the skill to work independently and as part of a team environment.
- Strong communication skills as evidenced by application materials.
- Proficient in utilizing MS Office (Word, Excel, etc.) as evidenced by at least one year of experience.
- Previous work experience that required performing optimally in a busy office environment.
Preferred Qualifications
- Experience working in a University setting.
- Experience navigating software such as PeopleSoft, Workday, or Qlikview as demonstrated in application materials.
- 1 year of experience with scheduling in Outlook with online meeting software experience and troubleshooting (Zoom, Google Meetings, Teams).
- Previous work experience that required troubleshooting and problem solving.
- Previous experience creating purchase orders, processing invoices, or reconciling accounts.
- Previous work experience that required training with new programs.
Additional Candidate Instructions
In addition to the online application, the following documents are required to be considered for this position:
- A cover letter addressing how required and preferred qualifications are met.
- Resume or curriculum vitae.
- Contact information for three professional references.
Incomplete applications will not be considered.
Application review begins Monday, November 11, 2024 and will continue until a qualified pool of candidates has been identified.
Contact Information to Applicants
Natalie Holick - nholick@ku.edu or nholick@kumc.edu
Advertised Salary Range
Minimum $50,000 commensurate with experience
Work Schedule
8:00 am to 5:00 pm, Mon-Fri
Application Review Begins
Monday November 11, 2024
Anticipated Start Date
Monday December 9, 2024
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University of Kansas
Oct 31, 2024