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Administrative Specialist

Employer
Washburn University
Location
Kansas, United States
Salary
Salary Not Specified
Date posted
Oct 20, 2022

Job Details



Position Title: Administrative Specialist

Department: Music

Advertised Pay: 13.25/hour with the potential to start at a higher rate commensurate with experience

Location: Washburn University

Position Summary:
This Administrative Specialist is assigned to perform administrative duties in support of the Music and Theatre Departments, but in the future could be assigned to different or additional departments depending on the needs of the College or University. Engages daily with the public, faculty, and University staff to share information, coordinate activities, and communicate departmental developments. Assists with Music and Theater department events and performances that feature local, regional, national and international artists. This position is key to the effective functioning and reputation of the Music and Theater Departments and Washburn University. The Administrative Specialist is responsible for exercising sound judgment and demonstrates flexibility, problem-solving skills, and professionalism during interactions with faculty, staff, students, and the public.

Essential Functions:
Support the general administrative functions of the Music and Theatre Departments to ensure efficient operation of the office, including but not limited to the following job functions.

Serve as the office receptionist answering phones, relaying messages, greeting/referring/assisting students, visitors, customers, staff, and faculty, providing directions, and answering questions to assist with each contact’s specific needs. Notify the Department Chair(s) of urgent correspondence to facilitate prompt communication in priority matters. In addition, provide information to prospective students about department offerings and University resources and make appropriate referrals as needed.

Enter semester class schedules using the appropriate system to compile the course schedule. Amend class schedule as directed. Maintain waitlists for courses and facilitate student enrollments.

Create, update, and maintain various confidential electronic records, including student and graduate records, to monitor and facilitate student progress and enrollment and use them as a resource for tracking, documenting, and reporting department activities. Manage the departmental electronic events calendar. Notify web specialists of needed departmental updates.

Use appropriate software to produce letters, memos, and email messages and complete and submit forms, to facilitate department correspondence and communication. In addition, generate fliers and other print media to support department and faculty activities.

Using the appropriate software system to create, submit and track purchase orders and payment requests to order equipment and supplies as directed or needed and initiate prompt payment for completed orders. Maintain accounting records for all financial transactions and expendable funds.

Assist Department Chair(s) with tracking and managing the operating expenses budget, endowed funds, and scholarships. Monitor account balances and expenditures.

Assist with planning departmental events and activities; support Department faculty, performers/performing groups, custodial staff, and technicians in coordinating music and theatre events. Work with external organizations as directed (e.g., Topeka Symphony, Topeka Civic Theatre). Maintain an electronic calendar of scheduled events, rehearsals, and performances requiring the use of facilities and classroom spaces. Work with adjunct faculty to establish schedules for applied studios and lessons.

Manage contracts and payments for event contractors (photographers, videographers, and other professionals). Secure contracts for show rights.

Select student workers and tutors to ensure qualified candidates are selected for department positions. Train student workers to perform assigned duties, monitoring performance to ensure timely completion of assignments in a manner that meets department standards. Submit approved timesheets for payroll processing.

Maintain a supply of office materials for use by department staff, monitoring use and ordering replacement supplies to ensure availability of supplies as needed. Contact vendors to obtain prices for required materials, identify the lowest cost available or resolve issues that may prevent prompt delivery.

Photocopy and print materials as needed for departmental operations. Create and submit requests for printing and copying services and work with the provider(s) to coordinate pick-up or delivery of completed materials.

Monitor equipment and facilities to identify service and repair needs. Contact the appropriate campus department or contracted service providers to order and arrange for prompt repair.

Pick up, sort, and distribute department mail.

Establish, update, and maintain student and graduate records to monitor and facilitate student progress.

Assist department chair(s) with data reports. Establish and maintain confidential student and departmental records to use as a resource for tracking, documenting, and reporting department activities.

Attend departmental meetings and take minutes.

Communicate regularly with the Office Coordinator and attend staff meetings. Under the direction of the Office Coordinator, participate in professional development, training, and process improvement initiatives in collaboration with other College of Arts & Sciences staff.

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

Required Qualifications:

  • High school diploma, GED, or equivalent.

  • One year of full-time equivalent work experience or relevant education or a combination of relevant education and experience equal to one year of full-time work experience.

  • Proven record of effective organizational, communication, and problem-solving skills with the demonstrated ability to manage multiple tasks with effective attention to detail.

  • Demonstrated effective interpersonal and customer service skills, professionalism, discretion, and the capacity to appropriately handle sensitive and confidential information.

  • Proficiency with Microsoft Office (Excel, Word, Outlook) and the ability to learn new software systems.

  • A commitment to equal opportunity and working with diverse populations.
Preferred Qualifications:
  • Proficiency in Adobe software and social media platforms (Facebook, Instagram, etc.)
  • College degree.
  • Previous related experience in a higher education environment.
  • Experience with organizations involved in music or theatre training or production.
Screening committee will review all eligible applications received by November 3, 2022.

Weekly Schedule: Mon-Fri, 8am-5pm, Full-time, Hourly position

Background Check Required

Washburn is an EOE and is dedicated to providing a student-centered and teaching-focused academic and work environment. We seek candidates who are committed to Washburn’s efforts to create a campus 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 and/or marginalized in higher education.

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.

Washburn University is committed to providing reasonable accommodations to applicants for employment. If you are an applicant who needs a reasonable accommodation to participate in the application or interview process, please email benefits@washburn.edu or call 785-670-1538 at least five (5) business days in advance of the date you need the requested accommodation.

Company

Washburn University

Washburn is a top-notch university in an urban setting where students are becoming their best selves.

Nestled in the heart of Topeka - the capital city with about 127 thousand residents - Washburn offers students from small towns a big-city feel, while providing students from major metropolitan areas a more manageable environment.

Washburn's beautiful campus - on 160 acres - is easy to navigate with state-of-the art facilities. Our Tech campus on Huntoon offers industry-standard programs leading to in-demand jobs. And with our low student/faculty ratio and small classes, you're going to get to know your professors. 

Internally, we're organized into five schools, the College of Arts & Sciences, the School of Applied Studies, the Business School, the School of Nursing, the School of Law and the Washburn Institute of Technology (Washburn Tech.)

Our mission is to provide opportunities for our students to realize their full potential; we can't do it without our dedicated faculty and staff. 

Washburn University employs more than one thousand faculty and staff on our campuses throughout Topeka. We strive to offer competitive wages, an excellent benefits program, supportive culture and healthy work/life balance. Washburn seeks to create an environment that reflects our core values: integrity, excellence, inclusion, accountability, respect, collaboration and innovation.

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