Executive Assistant for Academic Effectiveness

30% - Scheduling and Meetings

• Manage AVP calendars coordinating with internal and external partners including but not limited to scheduling or rescheduling meetings conference calls and on-site with meeting agendas and materials as needed.
• Schedule team and project meetings including but not limited to meetings of the Academic Effectiveness AVP team Academic Program Review and Assessment committees and groups University Core Curriculum Committee (UCCC) Academic Program Coordinating Committee (APCC) and the Higher Learning Commission university-wide accreditation planning group steering committee and criterion committees.
• Support the execution of team and project agendas reserve meeting locations coordinate meeting technology distribute meeting information and make catering arrangements as meetings and associated check-ins as required taking meeting minutes and tracking action items.

30% - Communications

• Respond to emails in a timely and professional manner seeking additional information as needed and ensuring thorough follow-up on pending items.
• Manage the email accounts for APCC and UCCC responding to routine inquiries and forwarding others to the appropriate contact.
• Distribute routine communications in support of office operations including but not limited to Program Lifecycle Academic Program Review and assessment activities and accreditation and licensure activities.
• Develop and maintain group distributions lists to support efficient office operations.
• Maintain Academic Affairs HLC and Accreditation websites reviewing for accuracy communicating issues to relevant staff and making updates and changes as directed.

25% - File & System Support

• Utilize to track and complete assigned project and individual tasks.
• Support the creation and maintenance of Microsoft Teams sites including but not limited to HLC and project-specific sites and associated files. Manage constituent access track and save various document submissions and maintain repository of meeting include self-studies and committee materials for Academic Program Review new program assessment plans and existing program assessment report and APCC meeting materials and minutes among others.
• Maintain an efficient filing system of documents and records for Higher Learning Commission accreditation activities following university and government guidelines and requirements.
• Utilize the CIM system and OneNote to advance and archive proposals as directed by Program Lifecycle proposal progress in and sending final program approvals to appropriate internal stakeholders.

10% - Budget and AVP Team Support

• Maintain an organized filing system for receipts/invoices submit to accounting specialist in a timely manner and follow up on items as requested.
• Arrange travel (flights hotels car services registration etc.) as requested. Submit travel documentation (receipts meeting itineraries) for processing. May coordinate travel for guests on university business.
• Prepare travel itineraries as needed managing any last-minute changes or cancellations.
• Track and submit invoices expenses and mileage reimbursements. Work with account specialists to follow up on missing receipts or support items needed to process expenses.
• Review monthly OOE transactions to the Academic Effectiveness cost center.
• Maintain organized tracking system of OOE expenses to support forecasting future budget needs. Coordinate new employee onboarding for AVP direct reports (keys business cards name tags/plates technology etc.).
• Support vacant position searches as requested.

5% - Other Duties as Assigned
Position Overview
The Executive Assistant provides support for the Assistant Vice Provost for Academic Effectiveness Assistant Vice Provost for Continuous Improvement and Assistant Vice Provost for Program Life Cycle (collectively referred to as the Academic Effectiveness team). The position has primary responsibility for the coordination of executive level activities and the analysis and management of internal and external documents communications and relations with a variety of university constituencies. The Executive Assistant manages the calendars of the Assistant Vice Provosts and must use discretion and good judgment in handling all issues. Information handled in this position is often sensitive complex and confidential. Courtesy tact patience and discretion are communications must be prompt professional accurate and appropriately bridged between the Assistant Vice Provosts and numerous constituencies. The Executive Assistant must demonstrate adaptability managing multiple projects simultaneously and changing project direction midstream as needed.

Position Requirements
This is a hybrid position. Executive Assistant may work on campus and off-site as approved by manager. Minimum on campus work will be 3 days per week after satisfactory probation period.

1. High School diploma/GED equivalency and seven (7) years of office experience including experience in an executive office OR a Bachelors degree and three (3) years of office experience including experience in an executive office.
2. Experience using Microsoft Outlook Zoom Microsoft Teams Word PowerPoint Excel as demonstrated by application materials.
3. Experience editing and writing professional office correspondence as demonstrated by at least two (2) years of related experience and writing sample.
4. Minimum of two (2) years of experience working in an environment that requires planning organizing exercising sound judgement and meeting deadlines as demonstrated by application materials and interview.
5. Minimum of two (2) years of experience handling sensitive and confidential material and information as demonstrated by application materials and interview.

1. Excellent interpersonal and oral communication skills as demonstrated by applicationmaterials.
2. Experience with faculty support practices or related experience in an academic affairs faculty-focused or deans office or in an academic department.
3. Experience working independently with minimal supervision.
4. Prior work experience that required being detail oriented.
5. Prior work experience with project management software such as .
6. Prior experience/knowledge of the University of Kansas structure organization and administration procedures.

Contact Information to Applicants
Kristine Latta


Additional Candidate Instruction
A complete online application consists of:

1. Resume
2. Cover letter describing how the required and preferred qualifications are met
3. Three professional references and their contact information
4. Two writing samples from current or previous work demonstrating communication style and quality.

Only complete applications will be considered.
Application review begins Monday October 5 2026 and will continue until a qualified pool of applicants is received.

Work Schedule
M-F; 8-5

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 universitys 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 the Office of Civil Rights and Title IX Room 1082 Dole Human Development Center 1000 Sunnyside Avenue Lawrence KSTTY.