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Administrative Specialist

Job Details

Position Title: Administrative Specialist, Allied Health

Department: Allied Health

Advertised Pay: Base pay is $13.65/hour with the potential for a higher rate commensurate with experience and internal equity

Campus Location: Washburn University

The screening committee will review all eligible applications submitted by June 4, 2024

Position Summary: The Administrative Specialist provides administrative support for faculty within the Allied Health Department. Allied Health includes the following programs: Radiation Therapy, Radiologic Technology, Magnetic Resonance, Diagnostic Medical Sonography, Technology Administration, Bachelor of Health Science and Master of Health Science, Health Information Technology, Occupational Therapy Assistant, Physical Therapist Assistant and Respiratory Therapy.

Essential Functions:
• Greet, assist and direct walk-in traffic. Answer telephone calls and take messages, direct/relay calls/messages as appropriate to facilitate communication among faculty, students and the public.
• Serve as liaison between faculty, the Chair and students. Provide or obtain information in response to inquiries or specific issues that arise, contacting students as necessary to facilitate communication.
• Create and maintain office files. Address and mail requested information to prospective students and other parties. Prepare outgoing and process incoming mail.
• Maintain office supply inventory and order supplies as needed. Oversee use and maintenance of office equipment. Initiate repair or maintenance as needed.
• Assist with ordering textbooks and desk copies as requested by instructors following Bookstore procedures to facilitate the availability of textbooks for each semester.
• Copy, assemble and distribute correspondence, tests and other documents as appropriate, including informational packets to new students and internship sites to facilitate program application and participation.
• Create and format documents (manuals, tests, etc.), and grade exams as requested. Review documents, door schedules and other items as requested. Type revisions for the clinical manual to update information for users.
• Review student applications to verify completeness and follow up with to students to obtain missing information/documents.
• Create, update and maintain student files to track student progress.
• Download degree audits from Banner and update student audit sheets verifying required coursework is complete, to aid faculty with student advisement. Complete audit and certificate sheets for accepted students. Verify GPA's meet standards, etc.
• Coordinate and compile completed and returned program surveys for faculty to facilitate analysis of information.
• Enter class schedules into Banner as directed by the appropriate staff. Establish overrides in Banner as directed by course instructors for student enrollment. Distribute enrollment pin numbers for students. Assign admit codes and test scores in Banner.
• Track and report faculty absences to the appropriate staff as requested.
• Monitor department budget accounts and keep the Chair appraised of account balances. Assist with budget preparation as requested.
• Serve as the primary point of contact for the web-based student placement tracking system and run various data reports from the web-based system.
• Coordinate faculty attendance at department-attended events (fairs, marketing events, etc.)
• Serve as backup for other support staff to provide on-going assistance for the SAS.
• Perform additional job-related duties as assigned or as appropriate.

Required Qualifications:
• High school diploma, GED, or equivalent and 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 proficiency using Microsoft Excel, Outlook, and Word and the ability to utilize a web-based software system.
• Proven effective organizational and time management skills with the proven ability to work independently and manage multiple projects or tasks almost concurrently with effective attention to detail and the ability to meet deadlines.
• Adaptable to competing demands.
• Demonstrated ability to provide effective customer/client service and response.

Preferred Qualifications:
• Work experience in higher education or other educational environment;
• Experience using Learning Management Systems (LMS).

Full-time, Hourly
Background Check Required


 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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