Executive Assistant to the Dean

33401BR

Job Title:

Executive Assistant to the Dean

Department:

Law Administration

Primary Campus:

University of Kansas Lawrence Campus

Job Description:

Communication (20%) :

• Function as the Dean’s communication liaison with KU offices, including the Provost Office, other Dean’s offices, Directors, faculty, staff, students, alumni, donors as well as the public including the Board of Governors and other external constituencies.

• Engage in front line troubleshooting and expedite problem solving for the Dean’s office.

• Answer telephone, screen calls, respond to calendar invitations and provide routine information regarding the Dean’s schedule and law school activities. The assistant must be knowledgeable about those people with whom the Dean needs to speak immediately.

• Assist visitors and alumni and resolve administrative problems and inquiries or refer to the appropriate personnel or office.

Scheduling (30%) :

• Maintain the Dean’s calendar, manage travel schedule and schedule all appointments, including regular meetings with administrators, faculty, University administration, students and alumni. Use discretion and good judgment in setting appointments and prioritizing meeting requests and scheduling appointments.

• Schedule and coordinate other miscellaneous meetings and activities as directed by the Dean, including but not necessarily limited to faculty interviews, faculty lunches, faculty meetings, faculty workshops, faculty reviews, corporate and law firm events, one-on-one lunches or meetings with alumni, and other similar activities as requested by the Dean. This includes coordinating catering and lunch orders, arranging for travel and lodging for the Dean, faculty candidates and others as required, preparing and extending email communications and invitations, scheduling venues, setting up and cleaning up rooms, making reservations, purchasing and arranging gift bags or swag for faculty candidates, visitors, law firm visits and performing all other such tasks that may be required to ensure that the Dean’s activity, event or appointment is successfully executed.

Executive and Administrative Support (30%) :

• Screen, review, and distribute incoming and outgoing mail including contributions from alumni and other donors. Provide word processing and perform administrative support functions.

• Record minutes at all faculty meetings and attend other meetings as required by the Dean to take notes or minutes or otherwise maintain a record. Gather and distribute materials for matters voted on by the faculty, including faculty candidate voting. Prepare and collect ballots as required.

• Prepare materials and reports for the Dean at his direction.

• Compose, prepare, and ensure timely mailing of all correspondence from the Dean, this includes the preparation and mailing of student scholarship letters, all thank you letters and any miscellaneous congratulatory or similar follow up correspondence with donors, alumni, and friends of the law school.

• Prepare background/prep information for all of Dean’s meetings, including items such as itineraries, schedules, directions, bios, and other similar items.

• Coordinate alumni mailings in cooperation with KUEA and the KUAA as required.

• Create sign-up and distribution process for KU basketball tickets that are given to alumni.

Data Collection and Reporting (10%) :

• Work independently and with the Dean and other school administrators to locate, compile, maintain, format and provide information for internal and external entities including the University, Board of Regents, ABA, AALS and other such organizations.

• Compile confidential faculty candidate binders for recruitment committee members and prepare faculty recruitment forms or other documentation needed for the recruitment and hiring of faculty. Compile and submit forms and receipts for reimbursements for faculty candidates.

• Prepare and gather documents for promotion and tenure files, post-tenure review files, pre-tenure review, sabbatical requests, distinguished professor and other award nominations, such as Kemper. Coordinate the notifications to people involved and the timely submissions to Faculty Affairs or other university offices.

• Compile Board of Governors reports, faculty/staff handbook, donor reports for annual publication and other similar reports and documents. Maintain files and records, including confidential faculty files or other similar institutional records.

Alumni Records (5%) :

• Work closely with law school administrators and staff to maintain the accuracy and integrity of alumni information and records.

• Enter alumni updates directly into KUAA database and continue to expand our e-mail records for dissemination of the E-newsletter, e-invites to various law school events and programs, and other alumni and law school related information and activities.

• Collect, compile, and serve as a repository for alumni notes and deceased alumni records to be used in the news section of the KU Law Magazine, the Alumni E-newsletter, and for updates to the KUAA/KUEA database.

• Respond to requests for alumni information from the Dean, law school administrators, members of the Board of Governors and other requesting individuals or groups.

Other duties (5%) :

• Assist other administrative offices as needed or as directed by the dean. This may include providing assistance with travel arrangements for senior level administrators or other visitors and guests of the law school or providing event support for tailgates, court visits, and other miscellaneous events that occur throughout the year.

• Perform all other duties as assigned.

Req ID (Ex: 10567BR) :

33401BR

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, View email address on click.appcast.io, Room 1082, Dole Human Development Center, 1000 Sunnyside Avenue, Lawrence, KS 66045, View phone number on click.appcast.io, 711 TTY.

Work Schedule:

8am-5pm, M-F; occasional after hours for Board meetings or alumni events

FLSA Status:

Nonexempt

Contact Information to Applicants:

Stephen Mazza, Dean

View email address on click.appcast.io

Questions regarding application process, etc:

Crystal Mai, Associate Dean

View email address on click.appcast.io

Required Qualifications:

1. Bachelor’s degree and seven years of office experience or High School diploma or GED equivalency and 10 years of office experience.

2. Experience with computer/information systems, basic word processing software and electronic calendars as evidenced by application materials.

Employee Class:

U-Unclassified Professional Staff

Advertised Salary Range:

$54,700-$62,000

FTE:

1.0

Preferred Qualifications:

1. Familiarity with KU and state structures, policies and procedures, as evidenced by application materials.

2. Demonstrated leadership experience in a higher education setting.

3. Demonstrated ability to be highly self-directed and detail oriented.

4. Demonstrated strong organization skills with capacity for responding to and managing rapidly developing priorities.

5. Demonstrated experience with planning and implementing luncheons, lectures, workshops, programs or other similar events and activities.

Position Overview:

This position serves a vital role in the communications and operations of the Dean’s Office and works in collaboration with others to execute the goals of the Dean and the School. The assistant is the principal support staff for executive level activities for the Dean of the Law School and serves as the point of access to the Dean and the Dean’s Office. The assistant has access to a variety of information and is expected to exercise good judgment, maintain confidentiality, work independently, and demonstrate excellent communication and organization skills. Professional communication with state officials, media, alumni, Deans, faculty, university officials, and the public is an essential part of this position. All communications must be appropriately bridged between the Dean and the specific parties.

This is a full-time, 12-month, benefits eligible professional staff position reporting directly to the Dean. KU offers excellent benefits to employees including generous retirement contributions, paid vacation and sick leave, insurance and other programs. More information is available

The successful candidate must have appropriate worth authorization to work in the U.S. before employment begins.

Reg/Temp:

Regular

Application Review Begins:

24-Aug-2026

Anticipated Start Date:

08-Sep-2026

Additional Candidate Instruction:

Complete and submit the online application and include the following:

1. Cover letter addressed to Dean Mazza explaining your interest in the position and assessment of your skills related to the required and preferred qualifications.

2. Resume

3. List of three professional references with contact information.

Review of Applications will begin Monday, August 24, 2026, and will continue until a suitable candidate is selected. To ensure priority consideration, apply before the review date.

Job Family:

Administrative Support-KUL

Work Location Assignment:

On-Site

Position Requirements:

Position is on-site at the School of Law, Green Hall.