Office Coordinator, College of Arts and Sciences

Position Title: Office Coordinator

Department: College of Arts & Sciences

Advertised Pay: $18.17/hour with the potential for a higher rate commensurate with experience

Campus Location: Washburn University

The screening committee will review all eligible applications submitted by March 26, 2024

Position Summary: The Office Coordinator (OC) for the College of Arts and Sciences is responsible for performing and overseeing various administrative, fiscal, and planning activities requiring advanced/specialized knowledge and skills particular to the College of Arts and Sciences (CAS). Work requires in-depth knowledge of program policies, procedures and information systems to communicate and process information, and to train others. The OC leads or coordinates the work of CAS support staff in the recruitment and hiring of adjunct faculty and course scheduling, and trains staff in these procedures. The OC serves as a central point of contact with CAS departments and external constituencies to resolve matters concerning the unit.

Essential Functions:
• Work with CAS Department Chairs, Associate Dean, Human Resources and CAS support staff in the recruitment of adjunct instructors, ensuring compliance with proper policies. Enters data into the appropriate software program for part-time adjunct faculty employment contracts. Revise contracts and course assignments as needed.
• Assist with collecting adjunct credentials and relaying appropriate budget information related to adjunct hires.
• Update and maintain the adjunct faculty handbook to provide a reliable reference for policies, procedures and guidelines regarding adjunct faculty employment, conduct and performance.
• In collaboration with the Provost’s Office, establish the process and timeline for fall, spring and summer course schedule creation and communicate these to departmental staff and ensure compliance with deadlines.
• Conduct training sessions in course scheduling software functions (e.g. Banner, FLAC) for CAS support staff and provide technical assistance and additional training as requested.
• Review all course schedule submissions from departmental staff. Correct errors and provide feedback for future improvement of submitted work. Coordinate with the Registrar and Provost’s office in finalizing course schedules.
• Oversee all changes required after course schedule submission and ensure stakeholders are aware of changes. Lead the work of CAS support staff as needed to accommodate changes.
• Communicate regularly with the CAS Associate Dean about progress and updates related to course scheduling. As requested by the Associate Dean, pursue inquiries about course schedules with the appropriate units.
• Assess and report the accuracy and timeliness of submitted course scheduling work to other supervisors to inform annual evaluations of CAS support staff.
• Assist in the logistics and planning of the Apeiron, the university’s annual academic showcase, working closely with the Apeiron chair to ensure a successful event.
o Sets up planning committee meetings, takes and distributes minutes,
o Coordinates event set up, supply inventories, advertising materials, poster recipient awards signage and maintenance.
• Recruit/arrange guest speakers, and coordinate event volunteers as needed.
• Assist in the development of policies and procedures in collaboration with appropriate staff. Answer procedural questions and requests for information. Interpret existing policies and procedures relative to specific situations and provide directions accordingly.
• Provide general administrative support, including reception, for the CAS Office as directed by the CAS Dean(s) or as needed and as seems appropriate.
• Compile information and statistics (e.g. spreadsheets) as requested by appropriate staff for assessment, reporting and budgeting activities.
• Perform additional job-related duties as assigned or as appropriate.

Required Qualifications:
Bachelor's degree or a combination of post-secondary education and additional administrative support experience equivalent to a degree.
Proven proficiency in Microsoft Excel, Outlook, and Word with the capacity to train others in key functions of essential software.
Demonstrated attention to detail and ability to work effectively both independently and as part of a team to accomplish work despite interruptions.
A commitment to equal opportunity and working with diverse populations.
Demonstrated effective interpersonal, communication and customer service skills.
Proven ability to manage multiple projects, effectively organize tasks and establish planning processes and priorities.
Proven ability to maintain confidentiality.

Special Instructions to Applicants:
The interview process may require completing a skills assessment to determine the candidate’s 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 selected candidates during the interview process.

Full time Hourly Mon-Fri 8am-5pm   
Background Check Required