Description

Position Overview

The School of Pharmacy is seeking an office manager. The responsibilities of this position will include managing overall operations for Pharmacology and Toxicology Department providing support for chair, faculty and graduate students located in Malott Hall on main campus. The position includes both administrative and accounting duties.

Job Description

Administrative - 50%

• Student Recruitment / Graduate Program Support
  • In collaboration with the Departmental Director of Graduate Studies (faculty member) formulate and execute an annual graduate student recruitment plan/procedure. The process will include: collecting information, coordinating layout, preparing material for faculty review and selection of applications (involves reviewing all applications and preparing summary of key characteristics); preparing summary of application process results reflecting the demographics and outcomes of each applicant and application. Work with the Departmental Director of Graduate Studies and the University Graduate Studies Office to perform required online tasks regarding graduate studies and student assessment and graduation requirements.

• Daily Office Operations / Inventory Control
  • Oversee the daily operations of the departmental office. Insure common use equipment such as copier/printer are in working order. Tasks which may include but are not limited to: sorting departmental mail; delivering packages to labs, directing phone calls and inquires to appropriate departmental members; and assisting faculty members with correspondence, especially the Chair. Take care of equipment inventory, room/space for the University of KS and proper disposal of equipment.

• Instructional Activity Support
  • Provide administrative support for instructional activities of department. Activities include, but are not limited to, scheduling rooms for courses and other departmental activities, and administration and collection of student feedback questionnaires.

• Committee Scheduling / Meeting Support
  • Act as facilitator for departmental committees such as promotion and tenure, faculty recruitment and new faculty start-up. Duties include: scheduling committee meetings; developing and maintaining expertise regarding the University procedures and policies that must be followed and conveying the information to the committee; compiling necessary information and documentation and packaging in a professional manner; and act as liaison with the University administrative office responsible for oversight of these activities. Act as facilitator for departmental faculty meetings. Responsibilities include attending meetings and preparing resulting action points and minutes, and preparing summaries or analysis as requested of issues before faculty.

• External Communications/ Website Maintenance
  • Maintain and update departmental web site and departmental social media. Keep all alumni information current. Help create newsletters to be sent out to past graduates and friends of the department.

• Coordinate Visitor Arrangements
  • Coordinate visits to the department for outside speakers, faculty candidates, graduate student applicants and other guests. Arrange travel accommodations, reimbursements, lunches and schedules.

• Perform various other duties as assigned and needed.

Budget/Finance - 50%

• Accounting management of all school records for the Department including analysis and preparation of monthly reports for discussions with department chair, transferring money between accounts, serve as department liaison with Dean's office and other University administrative offices and preparation of financial reports. The financial reports including but are not limited to: Annual Financial Survey of American Association of Colleges of Pharmacy, Annual Budget Request and Report of Departmental Activity, Summer Budget Analysis and Report, and Annual Faculty Activities and Grant Analysis. Perform analysis of university budget, including projections and tracking of expenses, and reconciling of department ledger with OAC to assure accuracy of all accounts. Make internal allocations of department funds to assure a positive balance in all accounts and track expenditures of reallocated funds.

• Maintain departmental payroll and initiate necessary appointment changes and related budget reallocations. Responsible for tuition/fee 3G forms for all GRA's in the Pharmacology & Toxicology department. Project and manage salary release and fringe benefit moneys. Track and reconcile salary and fringe expenditures through OAC on a biweekly basis to assure accurate salary and fringe pay to employees. Exercise oversight and perform analysis of KUEA accounts including preparation of reports and projection of account activities. Implement and maintain School of Pharmacy accounting standards to assure compatibility of department records and ledger with the Dean's office and other departments within the School. Work with School of Pharmacy Business Manager to project funding changes and allocations in the department for the upcoming fiscal year. Accurately budget and forecast state funded accounts and overhead accounts for the end of each fiscal year to assure budget is expended while addressing department needs.

• Acts as purchasing agent and provides supervision of purchasing of instructional materials and research supplies. Serves as a resource person for faculty and staff ordering and repairing scientific equipment and building repairs as needed. Assures that all purchases comply with KUCR, University, and State purchasing regulations. Process credit card transactions and pay invoices for the department. Invoice other departments for services. Maintains contract, warranty and license files. Communicate with purchasing and accounting staff in other departments and attend meetings and seminars to keep informed of current and new KU purchasing policies and procedures. Submit documentation to SSC for travel authorizations for faculty, review and forward travel receipts for reimbursement to SSC. Administers KU Endowment Association accounts and records, preparing payments and reconciling accounts which report to chair. Track carry forward and monitor F&A accounts. Prepare and analyze reports for the chair as requested.

Required Qualifications

1. High school diploma or GED and seven years of office experience. Education may be substituted for experience on a year-for-year basis.
2. Strong written communication skills, as demonstrated through application materials.
3. Proven ability to work independently with minimal supervision, as evidenced by prior work experience.
4. Demonstrated problem-solving skills as evidenced by prior work experience and application materials.
5. Experience with Microsoft Office applications, including documented experience creating and maintaining spreadsheets in Excel as evidence in application materials.
6. Experience managing multiple tasks and deadlines as evidence by previous work experience.

Additional Candidate Instruction

A complete application includes the following;

1. Resume
2. Cover letter addressing how the required and preferred qualifications are met.
3. List of 3 professional references

Incomplete applications will not be considered.

Application review begins Monday, November 10th. For consideration, please apply no later than Sunday, November 9th.

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 university's programs and activities. Retaliation is also prohibited by university policy. The following person has been designated to handle inquiries regarding the nondiscrimination policies and procedures and is the Title IX Coordinator for all KU and KUMC campuses: Associate Vice Chancellor for the Office of Civil Rights and Title IX, civilrights@ku.edu, Room 1082, Dole Human Development Center, 1000 Sunnyside Avenue, Lawrence, KS 66045, 785-864-6414, 711 TTY. Reports can be submitted by contacting the Title IX Coordinator as provided herein or using the Title IX online report form and complaints can be submitted with the Title IX Coordinator or using the Title IX online complaint form.