Administrative Specialist

Position Title: Administrative Specialist

Department: Counseling

Advertised Pay: Base $15.17/hour with potential for a higher entry rate commensurate with experience.

Campus Location: Washburn University

Application Review:  Application review will begin as applications are received and will continue until the position is filled. 

Position Summary: The Administrative Specialist for Counseling, Advocacy and Prevention Services (CAPS) is responsible for greeting, assisting, and directing clients, colleagues, and other guests as they arrive in CAPS, delivering excellent customer service to individuals who contact CAPS, and providing administrative support to the CAPS office and staff.

About Washburn University: Washburn University is a teaching-focused, student-centered, public institution located in the metropolitan setting of Topeka that has earned national recognition for its high-impact programs for first-generation students. Washburn has a student body of just over 7,000 students, a significant and growing number of whom are first-generation and Pell-Grant eligible. The University has created educational pathways for all students to be successful and achieve their educational goals.

Washburn is dedicated to recruiting and retaining a dynamic faculty, staff, and student body and cultivating a robust learning and working environment and curriculum. We employ more than one thousand faculty and staff on our campuses throughout Topeka and strive to offer competitive wages, an excellent benefits program, and 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. In 2024, Washburn was recognized as one of the best colleges in the nation to work for, according to Great Colleges to Work For® program.

Essential Functions:
• As the initial point of contact for the department, the administrative specialist greets all visitors to determine the purpose of their visit and assists in meeting visitor needs.
• Answers department telephone calls, providing excellent customer support to callers. Assists callers with their needs and relays messages promptly, taking into account the caller's urgency.
• Schedules appointments, addresses issues of concern, assists callers/visitors as needed, and communicates routinely with department staff.
• Coordinates office schedules for CAPS staff by scheduling, rescheduling, or canceling appointments; coordinating Outlook and EHR calendars, etc.
• Prepares reports, memos, letters, budget reports, and other documents using word processing, spreadsheet, database, or other software such as SimplePractice.
• Performs general office duties, such as ordering and stocking supplies, maintaining records management database systems, and performing bookkeeping tasks.
• Reviews and compiles data and prepares documents for consideration and presentation to appropriate staff and others.
• Complies with all applicable institutional, state, and federal policies and procedures that govern the operations of the department. Consults with clinical and/or administrative staff when such policies and procedures are unclear or appear contradictory to ensure compliance is maintained.
• Maintains privacy and confidentiality of student interactions, correspondence, and records.
• Creates and maintains confidential client files within the EHR system. Reviews client paperwork to ensure files are up to date. Communicates with staff and clients as needed regarding client care and documents such communications as appropriate.
• Procures, administers, and scores assessment instruments for the clinical staff.
• Cooperates and collaborates with other employees of the institution in the spirit of teamwork and collegiality. Interacts with other departments by phone, in person, and online to coordinate services as needed. This may include (but is not limited to) submitting work orders, making room reservations for meetings or programs, and scheduling meetings with staff from other departments, among other tasks.
• Supervises student employees by assigning work, creating schedules, reviewing performance, and approving web-time entries.
• Performs other job-related duties as assigned or as appropriate.

Non-Essential Functions:
• Occasional support of broader Student Life initiatives is required. Examples may include but are not limited to, serving in supportive roles during Family Day, Homecoming, Commencement, and other events.

Required Qualifications:
• High school diploma, GED, or equivalent.
• Prior customer service experience.
• Proven ability to use computers, copier equipment, and other standard office machines.
• Demonstrated ability to use Microsoft Suite, specifically Excel, Word, Outlook, and Teams.
• Demonstrated effective interpersonal, communication, customer service, and organizational skills.
• Capable of using Electronic Health Record systems.
• Must be able to perform daily job duties with minimal supervision within policy limits established by CAPS.

Preferred Qualifications:
• Prior experience providing customer service in a business, education, medical, or other professional office setting.

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