Office Coordinator

Position Title: Office Coordinator

Department: School of Law

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

Campus Location: Washburn University

Application Deadline:  Application review will begin as applications are received and will continue until the position is filled. Applicants can be assured of full consideration if submitted by: February 14, 2025.

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.

Position Summary: Washburn University is a student-centered public institution with a diverse population. Washburn is a 2024 best college to work for, according to the Great Colleges to Work For® program. Located in the heart of Topeka, we are proud to be a cornerstone of the community. Our mission is to provide opportunities for our students to realize their full potential; we can’t do it without our dedicated faculty and staff. Join us at Washburn, and you will be part of a long tradition of excellence.

Washburn employs more than one thousand faculty and staff on our campuses throughout Topeka. We strive to offer competitive wages, an excellent benefits program, a supportive culture and a healthy work/life balance. Washburn seeks to create an environment that reflects our core values for creating positive IMPACT: inclusion, modernization, partnership, achievement, community and transformation.

The Office Coordinator is responsible for providing administrative support and coordination in support of the Dean and the School of Law (SOL). This position requires a commitment to delivering high levels of service, effective communication and organizational skills, and the ability to exercise sound judgment in various situations. The Office Coordinator performs various administrative activities requiring advanced knowledge and skills with in-depth knowledge of program policies, procedures, and information systems to communicate and process information. The Coordinator must maintain the confidentiality of all financial, employee, and student records.

Essential Functions:
• Provide administrative support to the Dean’s Office, which includes the SOL Dean, Associate Dean for Academic Affairs, and Associate Dean for Student Affairs. Act as backup administrative support as needed by other offices within the SOL, including the Centers for Excellence, the Professional Development Office, Admissions, and faculty administrative support. This support includes managing calendars, scheduling appointments and meetings, answering phones, assisting visitors, reviewing and controlling incoming/outgoing correspondence and operational commitments and deadlines. Responsible for prioritizing the needs and competing demands of different departments within the SOL.
• Complete financial tasks following University policies, regulations, and procedures, including but not limited to:
Completing appropriate forms to initiate purchases, payments, and reimbursements for travel expenses, equipment, student organizations, and/or services provided to the SOL;
Monitor SOL travel card expenditures and process appropriate accounts for payment;
Compile data to create reports that provide information for budget analysis, planning, and assistance with budget preparation; and
Coordinate purchase and inventory of office supplies for the SOL.
• Prepare contract referrals for law school and undergraduate students employed by the SOL.
• Process time sheets for student payroll on a bi-weekly basis.
• Facilitate communication between the Dean’s office, students, SOL departments, staff, departments on campus, and external constituencies in resolving various day-to-day matters concerning the SOL. Apply understanding of policies, procedures and protocols when responding to requests. Compose correspondence and respond promptly to specific requests for information or assistance. Perform the necessary research to ensure the provision of accurate and comprehensive responses.
• Establish and maintain appropriate records for SOL contracts.
• Make travel arrangements for the Deans, faculty, staff, students, and special guests visiting the SOL. Prepare travel expense reports for the Deans, faculty, staff, students, and special guests, and obtain and organize all related travel documentation.
• Prepare compensation data, research stipends, and other supplemental contracts for regular and adjunct faculty.
• Assist with onboarding new hires and organizing interview schedules and associated details for faculty and staff recruitments.
• Submit facilities requests as needed.
• Perform additional job-related duties as assigned or as appropriate.

Required Qualifications:
• Bachelor’s degree; OR
• A combination of postsecondary education and additional administrative support experience equivalent to a degree.
• Ability to manage simultaneous, varying/competing tasks with multiple stakeholders in a rapidly changing office with frequent interruptions.
• Ability to interact professionally and establish and maintain professional relationships with key internal and external stakeholders.
• Ability to effectively organize, prioritize, and perform multiple tasks with attention to detail.
• Demonstrated ability to solve problems proactively and make appropriate decisions with sound judgment.
• Ability to work effectively independently and as part of a team.
• Demonstrated proficiency in Microsoft Office Excel, Word, and Outlook.
• Demonstrated effective communication skills.
• Proven ability to handle confidential information with discretion.
• Willingness to undertake new projects and work with minimal supervision.

Preferred Qualifications:
• Additional years of relevant experience in a professional office environment.
• Experience at the collegiate level.
• Familiarity with Banner Software or other educational administrative software.
• Experience completing relevant financial tasks or arranging work-related travel.

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