Administrative Specialist, Biology Department

Position Details

Position Information

Position Title

Administrative Specialist, Biology Department

Position Number

000171

Position Summary

The Administrative Specialist performs administrative duties concerning the Biology Department. Engages in daily contact with the public, faculty, students, 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

• As department receptionist, answers department main phone extension and greets visitors, relays messages, provides directions, and answers questions to assist with each contact’s specific needs.
• Provides information to students in response to questions about department offerings and University resources. Makes appropriate referrals as needed.
• Selects student workers and tutors to ensure the best fit with department positions. Trains student workers to perform assigned duties, monitors performance to ensure timely completion of assignments in a manner that meets department standards, and submits approved timesheets for payroll processing.
• Maintains a supply of office materials for use by department staff, monitors use, and orders replacement supplies to ensure the availability of supplies as needed. Contacts vendors to obtain prices for needed materials and identify the lowest cost available or to resolve issues that may prevent prompt delivery.
• Photocopies and prints materials as needed for departmental operations. Creates and submits requests for printing and copying services and works with provider(s) to coordinate pick-up or delivery of completed materials.
• Uses Microsoft Office and other applications to produce letters, memos and email messages, and completes and submit forms to facilitate and assist with Department correspondence and communication. Generates fliers and other print media to support department and faculty activities.
• Monitors equipment and facilities to identify service and repair needs. Contacts Facilities Services or contracted service providers to order and arrange for prompt repair.
• Picks up, sorts, and distributes department mail.
• Establishes, updates, and maintains student and graduate records to monitor and facilitate student progress.

• Assists staff with data reports. Establishes and maintains confidential student and departmental records to use as a resource for tracking, documenting, and reporting department activities.

• Enters semester class schedules in the appropriate software system to assist with the compilation of the WU Course Schedule. Amends class schedules as directed. Maintains waitlists for courses and facilitates student enrollments.

• Using the appropriate software system, creates, submits, and tracks purchase orders and payment requests to order equipment and supplies as directed or needed and initiate prompt payment for completed orders.

• Maintains appropriate purchasing card and online account for routine purchases of items that do not require Purchase Requisitions. Completes routine allocation of purchases, attachment of receipts, and approvals of their transactions in a timely fashion.

• Assists department chair with tracking and management of operating expenses budget, endowed funds and scholarships. Monitors account balances and expenditures.

• Notifies department chair of urgent correspondences to facilitate prompt communication in priority matters.

• Assists staff and the Karlyle Woods Committee on logistical matters concerning the KW Research Area and Meinershagen Laboratory.

• Assists with planning of departmental events and activities; works with external organizations as directed.

• Attends departmental meetings and takes minutes if requested.

• Communicates regularly with the Office Coordinator and attends staff meetings. Under the direction of the Office Coordinator, participates in professional development, training, and process improvement initiatives in collaboration with other College of Arts & Sciences staff.

• Performs other related duties as required.

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. Previous related experience in a higher education environment.

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 handle sensitive and confidential information appropriately.
Proficiency with Microsoft Office (Excel, Word, Outlook) and the ability to learn new software systems.
A commitment to equal opportunity and working with diverse populations.

Licenses, Certifications & Registrations

Additional Requirements (e.g. Physical Demands)

Campus Security Authority

No

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 is filled.

Advertised Pay

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

Work Schedule

Regular Business Hours

Benefits

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/Part-time

Full Time

Average Hours per Week

40

Months per Year

12

FLSA

Non-Exempt

FTE

1

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

S0398P

Background Check Required?

Yes

Driving History Checked?

No

Drug Screen Required?

No

Anticipated Start Date

Position End Date (if temporary)

For earliest consideration apply by

Posting Close Date

Open Until Filled?

Yes

Quick Link for Direct Access to Posting

https://washburn.peopleadmin.com/postings/4636
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 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
3. * Are you proficient with Microsoft Office (Excel, Word, Outlook)?
   • Yes
   • No

Documents Needed to Apply
Required Documents

1. Resume
2. Cover Letter

Optional Documents