Administrative Specialist, CSSR

Position Title: Administrative Specialist, CSSR

Department: Ctr Student Success and Retention

Advertised Pay: Base $15.02/hour potential for a higher entry rate commensurate with experience

Campus Location: Washburn University

The screening committee will review all eligible applications submitted by September 12, 2024

Position Summary: The Center for Student Success and Retention (CSSR) Administrative Specialist will focus upon providing critical support for Washburn's TRIO Programs. This position is the initial point of contact for students, staff, faculty, and community members seeking assistance from Washburn's TRIO Programs. The Administrative Specialist is responsible for providing prompt and exemplary customer service. The Administrative Specialist also provides critical administrative support for TRIO Programs, including student records management, data entry, and general administrative support to assist TRIO Programs with service delivery, reporting, and compliance with federal and Program-specific regulations. The assigned location or tasks between Washburn University and Washburn University Institute of Technology will be flexible and determined by location needs.

Essential Functions:
· Provides high-level customer support both on the telephone and in-person for students, faculty, staff, and community members seeking services or information from TRIO Programs.

· Assists TRIO Staff with student records management, including organizing student files, auditing files regularly for missing documentation, performing data entry in the Program database, and ensuring compliance with the documentation requirements for participants in federal TRIO Programs.

· Assists TRIO Staff with weekly processing of financial transactions, including ordering supplies, submitting payment vouchers for invoices, requesting interdepartmental transfers; and copying, scanning, organizing, filing, and reconciling receipts to support budget management activities.

· Assists TRIO Staff with event planning, including planning and coordinating special events and guest speakers; reserving rooms/spaces to accommodate all participants; ordering food and accommodating dietary restrictions; ensuring the site is adequately prepared and equipped (technology, seating arrangements, etc.), and documenting how events support Project Goals and Objectives.

· Assists TRIO Staff with coordinating and booking travel for staff professional development as well as group travel and admissions to educational/cultural/career experiences for participants during the Academic Year and Summer Program; ordering food for trips and accommodating dietary restrictions; and documenting how travel and educational activities support Project Goals and Objectives.

· Plays a coordinating role in New Student Orientation and other special Advising initiatives that the Center for Student Success engages in (i.e., Return to WU, Advance Registration).

· Performs other administrative support tasks such as making copies, creating paper and electronic filing systems, creating meeting agendas, and taking meeting notes.

· Supervises and trains student employees who work on the Upward Bound Project.

· Performs additional job-related duties as assigned or as appropriate.

Required Qualifications:
• High School diploma, GED, or equivalent.
• One year of full-time equivalent work experience or education, or a combination of experience and relevant education that equals one year of full-time experience.
• Proven interpersonal skills with the ability to interact effectively with the public and coworkers.
• Proven ability to work with students, faculty, and staff from all backgrounds in support of a welcoming environment.
• Effective organizational, communication, and Microsoft Office skills, including Excel.
• Attention to detail and the ability to maintain accurate and effective documentation.
• Ability to manage multiple projects simultaneously with high attention to detail.

Preferred Qualifications:
• Two years of experience providing administrative support or completion of a course of study at the postsecondary level.
• Bachelor's Degree.
• Work experience in the higher education setting.
• Experience with Ellucian Banner or other student information systems.
• Experience with data entry, budgets, or processing financial transactions.
• Bilingual capability (Spanish)

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