Student Senate Program Coordinator

The Student Senate Program Coordinator plays a pivotal role in providing administrative support and coordination within the Student Program Funding Administration, focusing on facilitating the operations of the Student Senate and supporting various administrative and funding functions. This position reports directly to the Assistant Director of Student Senate Leadership Development.

Student Senate is the primary advocate for students on campus. 65 senators and 10 executive staff members work together to allocate about $24 million in student fees in ways that best serve students. Student Senate also represents the KU student voice within University, State, and National Governance, working to address and develop policy in students' best interests .

60% - Student Advising and Funding Coordination:

• Plan and organize student organizations events and meetings, collaborating with relevant stakeholders to ensure successful execution.
• Coordinate logistics such as venue booking, catering, and event equipment setup, providing on-site support as needed.
• Partner with the Shared Service Center to process financial transactions (purchase orders, contractual services forms, W-9s, travel paperwork, P-card use & reconciliation, etc.) in conjunction with the Student Senate Treasurer and Fund Development Director for Student Senate, Center for Community Outreach, Alternative Breaks, and student organizations funded through Student Senate.
• Collaborate with assigned SSC Accounting Specialist to purchase office equipment and supplies using state guidelines.
• Assist student organizations and vendors in preparing the paperwork needed for these financial transactions, solving any corresponding issues, and then making the purchases or payments.
• Coordinate the managing departmental budgets, including tracking expenses and reconciling accounts for the Student Senate and related activities.
• Cooperate with the finance department for invoice processing, expense reports, and budget allocations, ensuring compliance with financial procedures.
• Prepare budget forecasts and reports to facilitate informed decision-making.
• Confirm event submission and approval via Rock Chalk Central for student organization events seeking funding from Student Senate.
• Collaborate with Student Affairs communication channels to promote the Student Senate's online presence, engaging with students and enhancing visibility through various platforms.
• Develop and implement tools for assessing student organization satisfaction with Student Senate and the Student Senate funding process.
• Utilize data and analytics tools to assess the impact of Student Senate initiatives, track key performance indicators, and generate reports for internal stakeholders, university leadership, and funding entities.
• Supervise Student Senate employees and student leaders, engaging in professional development and accountability conversations as needed to enhance the student leadership experience.
• Guide student organizations and Student Senate leaders in best practices to engage KU students and amplify their presence in the KU community.
• Develop protocols and procedures for managing unexpected challenges that may arise during events or within student organizations, ensuring swift and effective responses to maintain safety and mitigate disruptions.

30%- Administrative Support:

• Prepare and distribute correspondence, memos, and reports in a timely and accurate manner.
• Maintain electronic and hard copy filing systems to organize documents and facilitate efficient information retrieval.
• Handle incoming and outgoing communications, including answering phones, responding to emails.
• Interact with visitors to the office, providing assistance and referrals as needed, maintaining a welcoming environment.
• Demonstrate proficiency in office equipment usage, including the Multi-function Device (MFD), for tasks such as printing and scanning documents.
• Maintain and update databases and spreadsheets as required, ensuring accuracy and completeness of data records.
• Assist in data entry tasks and information retrieval to support administrative and operational needs.
• Oversee office logistics, including monitoring and replenishing office supplies to ensure smooth daily operations.
• Coordinate campus mail services for student organizations, facilitating efficient mail handling.
• Organize and maintain office layout and appearance to create a conducive work environment.
• Manage incoming and outgoing mail and packages, ensuring timely distribution and delivery.

10% - Other SPFA Duties and Responsibilities

• Support the Assistant Director and Student Senate Advising team in long-range planning of student senate engagement initiatives.
• Develop and strengthen meaningful and sustainable relationships with campus partners and stakeholders.
• Serve on internal Student Affairs committees.
• Other duties as assigned by Assistant Director.

In addition to the online application, the following documents are required to be considered for this position:

• Cover letter describing how you meet the required and preferred qualifications.
• Resume
• List of three (3) professional references

Only complete applications will be considered.

Application review begins June 23rd, 2025. and will continue until a qualified pool of applicants are identified.

Mataia Gales,
mataia@ku.edu

45,000

Monday June 23, 2025

Tuesday July 1, 2025