About this role
Executive Assistant for Academic Effectiveness
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 required. All 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.
Job Description: 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 visits. Assist 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 meetings. Prepare agendas, reserve meeting locations, coordinate meeting technology, distribute meeting information, and make catering arrangements as needed. Attend 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 Monday.com 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 materials. These 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 staff. Monitoring proposal progress in Monday.com 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 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.
Required Qualifications: • High School diploma/GED equivalency and seven (7) years of office experience, including experience in an executive office OR a Bachelor’s degree and three (3) years of office experience, including experience in an executive office. • Experience using Microsoft Outlook, Zoom, Microsoft Teams, Word, PowerPoint, Excel as demonstrated by application materials. • Experience editing and writing professional office correspondence, as demonstrated by at least two (2) years of related experience and writing sample. • 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. • Minimum of two (2) years of experience handling sensitive and confidential material and information as demonstrated by application materials and interview.
Preferred Qualifications: • Excellent interpersonal and oral communication skills, as demonstrated by application materials. • Experience with faculty support practices or related experience in an academic affairs, faculty-focused, or dean’s office or in an academic department. • Experience working independently with minimal supervision. • Prior work experience that required being detail oriented. • Prior work experience with project management software such as Monday.com. • Prior experience/knowledge of the University of Kansas structure, organization, and administration procedures.
Contact Information to Applicants: Kristine Latta [email protected]
Additional Candidate Instruction: A complete online application consists of: • Resume • Cover letter describing how the required and preferred qualifications are met • Three professional references and their contact information • 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.
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 is the Title IX coordinator for all KU and KUMC campuses: Associate Vice Chancellor for the Office of Civil Rights and Title IX, [email protected], Room 1082, Dole Human Development Center, 1000 Sunnyside Avenue, Lawrence, KS 66045, 785-864-6414, 711 TTY.