Administrative Specialist - History & Political Science

Position Title: Administrative Specialist - History & Political Science

Department: History

Advertised Pay: $13.65/hour with the potential for a higher rate commensurate with experience

Campus Location: Washburn University

The screening committee will review all eligible applications submitted by September 14, 2023

Position Summary: The Administrative Specialist is assigned to perform administrative duties in support of various departments of the College of Arts and Sciences. The Administrative Specialist 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 appropriate software 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 position's supervisor and attend staff meetings. Under the direction of the supervisor, 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 appropriate staff 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.
• A commitment to working effectively with diverse populations.
• Proficiency with Microsoft Office (Excel, Word, Outlook) and the ability to learn new software systems and new skills.
• Demonstrated record of effective organizational, professional interpersonal, communication, customer service and problem-solving skills.
• Proven ability to manage multiple tasks with attention to detail.
• A commitment to working effectively with diverse populations.
• A demonstrated effective level of professionalism, discretion, and the capacity to appropriately handle sensitive and confidential information.

Preferred Qualifications:
• College degree
• Previous related experience in a higher education work environment.
• Proficiency in Adobe software and social media platforms (Facebook, Instagram, etc.)

Full time Mon-Fri 8am-5pm