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Administrative Specialist, Computer Information Sciences

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, Other Business & Administrative Affairs
Employment Level
Employment Type
Full Time
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Position Details

Position Information

Position Title

Administrative Specialist, Computer Information Sciences

Position Number


Position Summary

The Administrative Specialist performs administrative duties concerning the Computer Information Science and Physics & Astronomy Departments. Engages in daily contact 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.

Essential Job Functions of Position

As department receptionist, answer phones and greet visitors, relay messages, provide directions and answer questions to assist with each contact’s specific needs. Provide information to students in response to questions about department offerings and University resources. Make appropriate referrals as needed.

Establish, update, and maintain student and graduate records to monitor and facilitate student progress. Assist staff with data reports, tracking and management of operating expenses budget, endowed funds, and scholarships. Monitor account balances and expenditures. Establish and maintain confidential student and departmental records to use as a resource for tracking, documenting, and reporting department activities.

Enter semester class schedules using the Banner system to assist with the compilation of the WU Course Schedule. Amend class schedule as directed. Maintain waitlists for courses and facilitate student enrollments.

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.
Notify appropriate staff of urgent correspondence to facilitate prompt communication in priority matters.

Assist with planning of departmental events and activities; work with external organizations as directed.

Attend departmental meetings and take minutes if requested. 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.

Assist the Office Coordinator with the support of Forensic Science programs (including Digital Forensics). Help coordinate meetings, classes, and events related to the Forensic Science program. Communicate and coordinate with the Kansas Bureau of Investigation ( KBI ) on collaborative matters.

Select student workers and/or tutors, train student workers to perform assigned duties, monitor performance to ensure timely completion of assignments in a manner that meets department standards, and submit approved timesheets for payroll processing.

Maintain a supply of office materials for use by department staff, monitor use, and order replacement supplies to ensure the availability of supplies as needed. Contact vendors to obtain prices for needed materials and identify the lowest cost available or to 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 provider(s) to coordinate pick-up or delivery of completed materials.

Use Microsoft Office and/or other applications, produce letters, memos, and email messages, and complete and submit forms to facilitate and assist with Department correspondence and communication. Generate flyers and other print media to support department and faculty activities.

Monitor equipment and facilities to identify service and repair needs. Contact Facilities Services or contracted service providers to order and arrange for prompt repair.
Pick up, sort, and distribute department mail.

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 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.

Advertised Pay

12.98 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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