Office Coordinator - CTEL/Assessment

Position Details

Position Title

Office Coordinator - CTEL/Assessment

Position Number

000NEW

Position Summary

• 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 departments.

Essential Job Functions of Position

The Office Coordinator will provide the following essential functions for both the CTEL and Assessment directors, staff, and department unless otherwise indicated.

Meeting Coordination

• Coordinate staff meetings, contribute to planning, scheduling, and leading.

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.

• 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.

Special Projects, Programs, and Initiatives

• 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.

Event Management

• 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 arrangements).

Administrative Support and Coordination

• 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 appropriate.

• 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 requested.

• 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.

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

Non-Essential Job Functions of Position

Education and Experience

• Bachelor’s degree or a combination of post-secondary education and additional administrative support experience equivalent to a degree.

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.

Preferred:

• Proficient in the following software: Aqua assessment software, Ellucian Banner and FLAC, Argos, Qualtrics, Eventbrite, Canvas, Adobe, Zoom and Ensemble.

Licenses, Certifications & Registrations

Additional Requirements (e.g. Physical Demands)

Campus Security Authority

No

Special Instructions to Applicant

Please include software programs used and level of expertise.

Advertised Pay

$16.70 per hour

Work Schedule

Regular Business Hours

Full-time/Part-time

Full Time

Average Hours per Week

40

Months per Year

12

FLSA

Non-Exempt

FTE

1

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

S0260P

Background Check Required?

Yes

Driving History Checked?

No

Drug Screen Required?

N/A

Anticipated Start Date

Position End Date (if temporary)

For earliest consideration apply by

08/10/2021

Posting Close Date

Open Until Filled?

Yes

Quick Link for Direct Access to Posting

https://washburn.peopleadmin.com/postings/3667
Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * Do you have a Bachelor’s degree or a combination of postsecondary education and additional administrative support experience equivalent to a degree?
   • Yes
   • No
2. * Do you have experience with remote meeting and event software (e.g., Zoom, Ensemble)?
   • Yes
   • No
3. * 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
4. * Do you have experience using software (e.g., Eventbrite, Canvas, Adobe) to create marketing and communication materials?
   
   
   • Yes
   • No
5. * Please select your Microsoft Office Word proficiency level.
   • Basic
   • Intermediate
   • Advanced
6. * Please select your Microsoft Office Excel proficiency level.
   • Basic
   • Intermediate
   • Advanced
7. * Please select your Microsoft Office PowerPoint proficiency level.
   • Basic
   • Intermediate
   • Advanced
8. * Please select your Microsoft Office Outlook proficiency level.
   • Basic
   • Intermediate
   • Advanced

Documents Needed to Apply
Required Documents

1. Resume
2. Cover Letter

Optional Documents