Administrative Specialist - Curriculum & Instruction at Washburn Tech

Position Details

Position Information

Position Title

Administrative Specialist - Curriculum & Instruction at Washburn Tech

Position Number

K00037

Position Summary

The Administrative Specialist for the Curriculum and Instruction department at the Washburn University Institute of Technology (Washburn Tech) serves as the liaison between Washburn Tech administrators, students and Washburn University, providing assistance in the areas of administrative support, financial administrative assistance, office management and reception for the department of Curriculum and Instruction.

Essential Job Functions of Position

Administrative Support

• Maintain a course database confirming instructor appointments, accounting for all faculty leave requests, scheduling substitutes and ensuring contracts for canceled courses are terminated to ensure all scheduled courses have adequate instructor coverage.

• Meet with Associate/Assistant Dean for Technical Instruction and additional department staff as needed to identify and accurately assign program costs. Create and maintain a program cost database for use in disseminating program cost information. Disseminate as instructed and as appropriate.

• Create, update, and maintain program-related documentation including course syllabi, graduation plans, text book lists, cost sheets, and other general program information for publication on the website and in print to provide the most up-to-date and accurate information to students, faculty, and staff.

• Periodically review the Instructor Handbook with appropriate department staff to identify, recommend, and execute necessary changes that are reflective of current policies, procedures and practices at Washburn Tech. Amend, proof, finalize, and publish an updated handbook for distribution to instructors.

• Inform technical instructors of deadlines for completion of required documentation and track the receipt of information following up as necessary to ensure that processes are completed accurately and in a timely manner.

• Work with technical instructors and other staff to facilitate completion of all required instructional forms as outlined in the instructor handbook including lesson plans, business and industry visitation documentation as needed to document educational programs and activities.

• Research files and records to compile information and data for inclusion in reports being completed by the department of Curriculum and Instruction.

• Periodically update substitute instructor contact information list to facilitate timely contact of appropriate individuals when substitute instructors are needed

• Effectively communicate with technical instructors and University Bookstore staff to facilitate text book adoption and maintenance of updated text book lists for all programs.

• Create and revise forms used in the Curriculum and Instruction division as necessary to reflect changes in informational and documentation requirements.

Financial Administrative Assistance

• Document and code monthly purchase card expenditures for Associate/Assistant Dean of Technical Instruction and obtain proper approvals to facilitate processing for payment.

• Assist technical instructors and other staff with purchases as needed.

Office Management and Reception

• Update and maintain calendar for the Associate Dean for Instruction; scheduling meetings and activities and ensuring proper notification of all attendees.

• Update and maintain reference notebooks and electronic files for meetings, conferences, and projects for the Associate Dean for Instruction.

• In conjunction with the Office Coordinator, greet visitors and answer telephone responding promptly to all inquiries and requests by forwarding calls, directing guests, and relaying messages as appropriate to assist students, faculty, staff, and administrative personnel.

• Order and maintain office supply inventory for Dean’s Office, and Curriculum and Instruction division.

• Serve as back-up switchboard operator for Washburn Tech as assigned.

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

Non-Essential Job Functions of Position

Education and Experience

High school diploma or GED . 3 years of experience providing administrative support, or completion of a course of study at the post-secondary level in Office Management/Support and two years of experience providing administrative support, or college degree and 12 months of experience providing administrative support.

Preferred qualifications: Associate’s degree. Work experience in a secondary or post-secondary 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 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 populations.

Licenses, Certifications & Registrations

Additional Requirements (e.g. Physical Demands)

Campus Security Authority

No

Special Instructions to Applicant

Advertised Pay

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

Work Schedule

Regular Business Hours, Monday, Tuesday, Wednesday, Thursday, Friday

Benefits

Full-time/Part-time

Full Time

Average Hours per Week

40

Months per Year

FLSA

Non-Exempt

FTE

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

S0397P

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

06/15/2022

Posting Close Date

Open Until Filled?

Yes

Quick Link for Direct Access to Posting

https://washburn.peopleadmin.com/postings/4665
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
4. * How many years of data entry experience do you have?
   • None
   • Less than 1 year
   • 1 year
   • 2-3 years
   • 3-4 years
   • 4-5 years
   • More than 5 years
5. Describe your experience in the area of maintaining and processing records with accuracy and ensuring confidentiality of sensitive information. Do you consider yourself a detail­ oriented person
   
   (Open Ended Question)
   
   

Documents Needed to Apply
Required Documents

1. Resume
2. Cover Letter

Optional Documents

1. Transcripts
2. Certificate(s)