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Administrative Specialist, CAS

Employer
Washburn University
Location
Kansas, United States
Salary
Salary Not Specified
Date posted
May 11, 2023

Job Details



Position Title: Administrative Specialist, CAS

Department: Biology

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

Campus Location: Washburn University

The screening committee will review all eligible applications submitted by May 26, 2023

Position Summary: This Administrative Specialist is assigned to perform administrative duties in support of various departments of the College of Arts and Sciences. Engages daily with the public, faculty, and University staff to share information, coordinate activities, and communicate departmental developments. Exercises sound judgment and demonstrates flexibility, problem-solving skills, and professionalism during interactions with faculty, staff, students, and the public. This position offers the flexibility to arrange a hybrid remote and on-campus work schedule.

Essential Functions:
Answer phones and greet visitors, relay messages, provide directions, and answer questions to assist with each contact's specific needs. Provide information to students in response to questions about department offerings and University resources. Make appropriate referrals as needed.

Assist staff with data reports, tracking and management of operating expenses budget, endowed funds, and scholarships. Monitor account balances and expenditures. Establish and maintain confidential student and departmental records to use as a resource for tracking, documenting, and reporting department activities.

Enter semester class schedules using the Banner system to assist with the compilation of the WU Course Schedule. Amend class schedule as directed.

Using the appropriate software program, 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.

Notify appropriate staff of urgent correspondence to facilitate prompt communication in priority matters.

Assist with planning of departmental events and activities; work with external organizations as directed.

Attend departmental meetings and take minutes if requested. 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 and Sciences staff.

Select student workers and/or tutors, train student workers to perform assigned duties, monitor performance to ensure timely completion of assignments in a manner that meets department standards, and submit approved timesheets for payroll processing.

Maintain a supply of office materials for use by department staff, monitor use, and order replacement supplies to ensure the availability of supplies as needed. Contact vendors to obtain prices for needed materials and identify the lowest cost available or to 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 provider(s) to coordinate pick-up or delivery of completed materials.

Use Microsoft Office and/or other applications, produce letters, memos, and email messages, and complete and submit forms to facilitate and assist with Department correspondence and communication. Generate flyers and other print media to support department and faculty activities.

Monitor equipment and facilities to identify service and repair needs. Contact Facilities Services or contracted service providers to order and arrange for prompt repair.

Pick up, sort, and distribute department mail.

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

Required Qualifications:
High school diploma, GED, or equivalent.
One year of full-time relevant work experience or relevant education, or a combination of relevant education and experience equal to one year of full-time work experience.

• Demonstrated record of effective organizational, communication, and problem-solving skills.
• Proven ability to manage multiple tasks with attention to detail.
• A commitment to working effectively with diverse populations.
• Professionalism, discretion, and the capacity to appropriately handle sensitive and confidential information.
• Demonstrated professional interpersonal and customer service skills.
• Proficiency with Microsoft Office (Excel, Word, Outlook) and the ability to learn new software systems.
• Ability to adapt to changes in the working environment and learn new skills.

Physical Requirements:

Preferred Qualifications:
College degree
Previous related experience in a higher education environment

Special Instructions to Applicants:
The interview process may require completing skills assessments to determine proficiency in the software and skills needed to perform the position's essential functions. If additional testing is required, the information will be provided to candidates selected for interviews.

Full time Hourly Mon-Fri 8am-5pm
Background Check Required

Full time Hourly Mon-Fri 8am-5pm
Background Check Required

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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