Administrative Specialist, Communications and Philosophy
This Administrative Specialist is assigned to perform
administrative duties in support of the Communication Studies and
Philosophy 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. 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 Job Functions of Position
Support the general administrative functions of the Communication
Studies and Philosophy Departments to ensure efficient operation of
the office, including but not limited to the following job
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. In
addition, provide information to prospective students about
department offerings and University resources and make appropriate
referrals as needed.
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 and 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.
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
Monitor equipment and facilities to identify service and repair
needs. Contact appropriate campus departments 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
Enter semester class schedules using the Banner system to assist
with compiling the WU Course Schedule. Amend class schedule as
directed. Maintain waitlists for courses and facilitate student
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
Assist Department Chair(s) with tracking and managing operating
expenses budget, endowed funds, and scholarships. Monitor account
balances and expenditures.
Notify Department Chair(s) of urgent correspondence to facilitate
prompt communication in priority matters.
Assist with planning departmental events and activities; work with
external organizations as directed.
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
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
Licenses, Certifications & Registrations
Additional Requirements (e.g. Physical Demands)
Campus Security Authority
Special Instructions to Applicant
- This position offers the flexibility to arrange a hybrid remote
and on-campus work schedule.
- Application review is immediate and ongoing until the position
- 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.
$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