Administrative Specialist - Health Occupations, Washburn Tech

Kansas, United States
Salary Not Specified
Feb 08, 2021
Employment Level
Employment Type
Full Time

Position Details

Position Title

Administrative Specialist - Health Occupations, Washburn Tech

Position Number


Position Summary

The Administrative Specialist for the Health Occupations Department performs a wide variety of administrative, fiscal, and reporting activities, and provides student, instructor and staff support requiring advanced/specialized knowledge and skills particular to the Health Occupations Department.

Essential Job Functions of Position

• Organize and maintain documentation to support accreditation for each Health Occupations program (Practical Nursing, Surgical Tech, Phlebotomy, EMT, Nurse Aide).

• Provide administrative support to ensure Washburn Tech’s compliance with relevant credentialing agencies for all Health Occupations programs.

• Submit, compile, and maintain Kansas Department for Aging and Disability Services/Health Occupations Credentialing Testing and Sponsorship data and documents. Schedule candidates, test dates, request test codes, send Approval to Test Notices, check-in testing candidates, accept payments, reconcile monies received, and submit to the cashier.

• Create, update and maintain documents, files, including reference notebooks, student handbooks, and health information packets

• Provide weekly reports from the appropriate vendor to submit to instructors/Student Services; report students who are not compliant with health documentation requirements necessary for the student’s respective programs.

• Request payments for purchases according to University policies and procedures. Obtain approval for expenses, submit purchase orders. Order supplies, books, etc., as needed for Health Occupations Department and programs. This includes obtaining quotes from vendors when required.

• Assist with planning, coordinating, and facilitating special events, including Graduation, Open House, Letter of Intent Signing Day, Pinning Ceremonies (prepare program and script), PN orientation days, etc.

• Respond to inquiries/requests or forward as appropriate to facilitate communication among instructors, staff, and students.

• Attend department meetings; record, transcribe, and distribute meeting minutes. Serve on committees as assigned.

• Share in the receptionist responsibilities between all administrative support staff located in the office.

• Perform additional job-related duties as assigned or as appropriate.

Non-Essential Job Functions of Position

Education and Experience

Required: High school diploma or GED equivalent. Three years of experience providing administrative support, or completion of a course of study at the post-secondary level in Office Management/Support and two years of experience providing administrative support, or college degree and 12 months of experience providing administrative support.

Preferred: Successful completion of college coursework. Work experience in a higher education environment. Experience in the healthcare industry.

Knowledge, Skills & Abilities

Ability to maintain accurate and detailed financial records, work effectively in a team setting, solve problems and maintain confidentiality. Experience using Microsoft Word and the ability to learn to use new software quickly. Demonstrated professionalism. Skilled in communication, multi-tasking, and organization.

Licenses, Certifications & Registrations

Additional Requirements (e.g. Physical Demands)

Campus Security Authority


Special Instructions to Applicant

The interview process requires the completion of skills assessments to determine proficiency in the software and skills needed to perform the essential functions of the position. The information will be provided to candidates selected for interviews.

Advertised Pay

12.98 per hour with potential for a higher entry rate commensurate with experience

Work Schedule

Monday - 7:30 a.m. - 4:30 p.m., Tuesday - 7:30 a.m. - 4:30 p.m., Wednesday - 7:30 a.m. - 4:30 p.m., Thursday - 7:30 a.m. - 4:30 p.m., Friday - 7:30 a.m. - 4:30 p.m.


Full Time

Average Hours per Week


Months per Year






EEO Statement

Washburn is dedicated to providing a student-centered and teaching focused academic environment and a curriculum that engages the diversity of human experience across the globe. We seek candidates who are committed to Washburn’s efforts to create a climate that fosters the growth and development of a diverse student body, and we encourage applications from members of groups that have been historically underrepresented in higher education. Application materials should clearly articulate how the candidate will contribute to the University’s commitment to diversity and inclusion through their teaching, research, and/or service.

Washburn University is an EOE . Washburn University provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, religion, age, national origin, ancestry, disability, sex, sexual orientation, gender identity, genetic information, veteran status, or marital or parental status.

Posting Number


Background Check Required?


Driving History Checked?


Drug Screen Required?


Anticipated Start Date

Position End Date (if temporary)

For earliest consideration apply by


Posting Close Date

Open Until Filled?


Quick Link for Direct Access to Posting
Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Do you have a high school diploma, GED or equivalent?
    • Yes
    • No
  2. * Do you have experience working as an administrative assistant in an educational setting (college, high school, etc.)?
    • Yes
    • No
  3. * Do you have experience working as an administrative assistant in a healthcare setting (doctor's office, hospital, etc.)?
    • Yes
    • No
  4. * Do you have three years of experience providing administrative support, OR completion of a course at the post-secondary level in Office Management/Support and two years of experience providing administrative support, OR college degree and 12 months of experience providing administrative support.
    • Yes
    • No
Documents Needed to Apply
Required Documents
  1. Resume
  2. Cover Letter
Optional Documents