Office Coordinator - CTEL/Assessment
Essential Job Functions of Position
- The Office Coordinator for CTEL and Assessment is responsible
for providing high-level clerical, technical, and administrative
support primarily to the directors of the Center for Teaching
Excellence and Learning ( CTEL ) and Assessment and support
services for additional CTEL and Assessment staff members,
coordinators, and collaborators. The Office Coordinator must also
streamline office procedures to support the mission of promoting “…
excellence and innovation in teaching and enhance student learning”
by facilitating an efficient office that delivers excellent
customer service to everyone that interacts with the
The Office Coordinator will provide the following essential
functions for both the CTEL and Assessment directors, staff, and
department unless otherwise indicated.
- Coordinate staff meetings, contribute to planning, scheduling,
Implement training sessions to communicate areas of concern and
promote staff development. Organize additional training and
staffing events as assigned.
- Organize and schedule meeting space, catering, notify
participants, prepare meeting materials, take meeting notes, and
provide follow-up information.
Special Projects, Programs, and Initiatives
- Coordinate CTEL Fellows meetings and CTEL and Assessment
Advisory Board meetings. Assist the directors with planning the
agenda, creating minutes and co-facilitating meetings. Schedule
CTEL and Assessment meetings.
- Organize and assist department team members and other
university department representatives (e.g., SAR, VPAA, AVPAA,
Coordinator of Community Engaged Learning, CTEL Teaching Fellows)
to facilitate the success of the departments’ programs and
initiatives. · Oversee internal grant processes for three separate
grants offered each semester. This includes organizing committees,
meeting minutes, communicating with grant applicants, coordinating
award disbursement, and collecting grant outcome reports.
Administrative Support and Coordination
- Work closely with the directors and committees to plan and
coordinate seminars, training, and workshops. Monitor online
registrations and enrollment. Identify and reserve facilities and
make other arrangements to ensure sufficient space is available to
accommodate all participants and that the site is adequately
prepared and equipped (e.g., technology, menu planning, seating
- Monitor, reconcile and assist with fiscal administration. Areas
of responsibility include budgets, funding, grants, contracts,
payroll, employment, travel, purchasing, assisting with fiscal
planning and seeking alternate funding sources.
- Provide reception and administrative assistance for the office
and respond to all visitors, requests, and inquiries, or refer
individuals to other staff or departments as appropriate. ·
Responsible for handling or overseeing the completion of all
clerical, administrative support activities. This includes the
virtual suggestion box and event proposal form Relay messages and
information as they are received to the appropriate source for
response and assistance, or respond to messages as
- Provide accurate, current, and relevant information about the
departments’ initiatives and programs. Deliver high-level
administrative support for the directors. Schedule appointments and
maintain their electronic calendars to facilitate scheduling.
- Serve as the liaison with the Director and other staff to
facilitate and schedule consultations, meetings and discussions as
- Contribute to process development to impact the efficiency of
the workflow (e.g., create flow charts, databases). Contribute to
quality assurance and improvement for the departments.
- Offer suggestions for website content to assist with content
management for the departments.
Non-Essential Job Functions of Position
Education and Experience
- Perform additional job-related duties as assigned or as
- Bachelor’s degree or a combination of post-secondary education
and additional administrative support experience equivalent to a
Preferred: Administrative experience.
Knowledge, Skills & Abilities
- Intermediate level Microsoft Office Excel, Outlook, PowerPoint,
and Word user.
- Demonstrated ability to learn new technology and software
- Experience using software programs for budgeting, reporting,
graphics, databases and remote meeting software.
- Effective communication skills.
- A proven record of successful customer service.
- Effective organizational and time management skills.
- Demonstrated experience working as part of a diverse team.
- Ability to learn new technology and software.
Licenses, Certifications & Registrations
Additional Requirements (e.g. Physical Demands)
Campus Security Authority
- Proficient in the following software: Aqua assessment software,
Ellucian Banner and FLAC, Argos, Qualtrics, Eventbrite, Canvas,
Adobe, Zoom and Ensemble.
Special Instructions to Applicant
Please include software programs used and level of expertise.
$16.70 per hour
Regular Business Hours
Average Hours per Week
Months per Year
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
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
Required fields are indicated with an asterisk (*).
Documents Needed to Apply
- * Do you have a Bachelor’s degree or a combination of
postsecondary education and additional administrative support
experience equivalent to a degree?
Do you have experience with remote meeting and event software
(e.g., Zoom, Ensemble)?
Do you have experience with the following software: assessment
software (e.g., Aqua), budgeting software (e.g., Ellucian Banner,
FLAC), university data and reporting software (e.g., Argos), and
survey software (e.g., Qualtrics)?
- Yes--all of these
- Yes--some of these
- No--none of these
Do you have experience using software (e.g., Eventbrite,
Canvas, Adobe) to create marketing and communication
Please select your Microsoft Office Word proficiency
Please select your Microsoft Office Excel proficiency
Please select your Microsoft Office PowerPoint proficiency
Please select your Microsoft Office Outlook proficiency
- Cover Letter