Administrative Specialist, Music and Theatre
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 Job Functions of Position
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
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
Create, update, and maintain various confidential electronic
records, including student and graduate records, to monitor and
facilitate student progress, enrollment and use 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
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 the set-up of 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 contractors involved in events
(photographers, videographers, and other professionals). Secure
contracts for show rights.
Select student workers and tutors to ensure the best fit with
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 needed 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 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
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
Non-Essential Job Functions of Position
Education and Experience
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
Preferred: College degree. Previous related experience in a higher
education environment. Experience with organization(s) involved in
music or theatre training or production.
Knowledge, Skills & Abilities
~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
Preferred: Proficiency in Adobe software and social media platforms
(Facebook, Instagram, etc.)
Licenses, Certifications & Registrations
Additional Requirements (e.g. Physical Demands)
Campus Security Authority
Special Instructions to Applicant
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
$13.25 per hour with potential for a higher entry rate commensurate
Regular Business Hours
- After completing one year of service in a benefits-eligible
position, the University will contribute an amount equal to 10% of
base pay into an employee’s defined contribution plan with TIAA .
- After one year of continuous employment, eligible employees may
officially enroll in University courses for credit or audit without
having to pay applicable tuition and fees. Law School Courses
- For an overview of the excellent benefits package, Washburn
provides employees visit
Average Hours per Week
Months per Year
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
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 Detail Information
Background Check Required?
Driving History Checked?
Drug Screen Required?
Anticipated Start Date
Position End Date (if temporary)
For earliest consideration apply by
Posting Close Date
Open Until Filled?
Quick Link for Direct Access to Posting
Required fields are indicated with an asterisk (*).
Documents Needed to Apply
- * Do you have 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?
- Cover Letter