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Administrative Specialist, Art Department

Washburn University
Kansas, United States
Salary Not Specified
Posted Date
Apr 6, 2022

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Position Type
Administrative, Business & Administrative Affairs, Business & Administrative Support, Facilities Management & Physical Plant
Employment Level
Employment Type
Full Time
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Position Details

Position Information

Position Title

Administrative Specialist, Art Department

Position Number


Position Summary

The Administrative Specialist performs administrative duties concerning the Art Department and its activities. Engages in daily contact with the public, faculty, students, and University staff to share information, coordinate activities, and communicate. Assists the Art Department with scheduling, events, exhibitions, and travel. This position is key to the effective functioning of the Art Department and Washburn University. The employee in this position must exercise sound judgment and demonstrate exceptional flexibility, problem-solving skills, and professionalism as a contact for faculty, staff, students, artists, donors, and the general public.

Essential Job Functions of Position

As the receptionist, answer phones and greet students, visitors, relay messages, provide directions and answer questions to assist with each contact’s specific needs.

Provide information to prospective students in response to questions about department offerings and University resources. Make appropriate referrals as needed.

Enter semester class schedules using the Banner system to assist with the compilation of the WU Course Schedule. Amend class schedule as needed and facilitate student enrollments. Create, update and maintain a variety of confidential electronic records.

Use Microsoft Office and/or other applications to produce letters, memos, and email messages to assist with Department correspondence and communication. Generate flyers and other print media to support department and faculty activities. Manage the departmental electronic events calendar. Notify web specialists of needed departmental updates.

Using the Banner system, 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. Contact vendors to obtain prices for needed materials and identify the lowest cost available or to resolve issues that may prevent prompt delivery.

Assist staff with tracking and management of operating expenses budget, endowed funds, and scholarships. Monitor account balances and expenditures.

Monitor facilities to identify service and repair needs. Contact Facilities Services or contracted service providers to order and arrange for prompt repair. Coordinate with Facilities and relevant faculty for Hazardous Waste training, management, and disposal.

Assist departmental work with outside activities (High School Art Days, Mulvane Student Show, department travel, etc.). Maintain an electronic calendar of scheduled events, senior exhibitions, etc. requiring the use of galleries and classroom spaces.

Work with adjunct and full-time faculty to establish contracts, textbooks, and schedules/supplies, as needed.

Select and onboard studio tutors and/or classroom models for department/course needs. Train student tutors/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.

Pick up, sort, and distribute department mail.

Attend departmental meetings and take minutes.

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

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 work experience.

Preferred: College degree or previous related experience in a higher education environment.
Experience with the organization(s) involved in the visual arts.

Knowledge, Skills & Abilities
  • Demonstrated record of effective organizational, communication, and problem-solving skills.
  • A commitment to equal opportunity and working with diverse populations.
  • Proven ability to manage multiple tasks with attention to detail.
  • 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.

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 will require completing skills assessments to determine proficiency in the software and skills needed to perform the position’s essential functions. The information will be provided to candidates selected for interviews.

Advertised Pay

$13.25 per hour with potential for a higher entry rate commensurate with experience

Work Schedule

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 excluded.
  • For an overview of the excellent benefits package, Washburn provides employees visit Washburn benefits.

Full Time

Average Hours per Week


Months per Year






EEO Statement

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 higher education.

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

Posting Number


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
Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Do you have a high school diploma, GED or equivalent?
    • Yes
    • No
  2. * Do you have a Bachelor's degree?
    • Yes
    • No
    • Yes, by the end of semester of hire.
  3. * 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?
    • Yes
    • No
Documents Needed to Apply
Required Documents
  1. Resume
  2. Cover Letter
Optional Documents

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