Administrative Specialist, Art Department
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
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
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
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
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
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
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 or previous related experience in a
higher education environment.
Experience with the organization(s) involved in the visual
Knowledge, Skills & Abilities
- Demonstrated record of effective organizational, communication,
and problem-solving skills.
- A commitment to equal opportunity and working with diverse
- Proven ability to manage multiple tasks with attention to
- 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.
$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 a high school diploma, GED or equivalent?
- * Do you have a Bachelor's degree?
- Yes, by the end of semester of hire.
- * 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