Administrative Specialist

Position Title: Administrative Specialist

Department: VPSEM

Advertised Pay: $31,242-$34,362

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: December 11, 2024.

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 Administrative Specialist will serve as the initial contact for both the Strategic Enrollment Management Office and the Center for Student Success and Retention. Both offices play a crucial role in recruiting, retaining, and graduating students from Washburn University. As the initial contact for both offices, this position regularly serves students, parents, faculty, staff, and community members with timely and exceptional customer service. The Administrative Specialist requires a high level of organizational skills and the ability to exercise good judgment in a variety of situations. The administrative specialist supports both offices by providing general administrative support.

Essential Functions:
• Provide high-level customer support both on the telephone and in-person for students, faculty, staff, and community members seeking assistance from either office.
• Schedule and check in students seeking student success resources in an efficient and effective manner according to unit policies and processes.
• Coordinate meetings and contribute to planning and scheduling.
• Organize and schedule meeting spaces, and catering, notify participants, prepare meeting materials and provide follow-up information.
• Monitor, reconcile, and assist with fiscal administration. Areas of responsibility include payments, budgets, funding, and purchasing.
• Process payment vouchers and assist with travel reimbursements and reconciliations.
• Provide administrative assistance to support special projects, events, groups or committees within Enrollment Management and the CSSR.
• Deliver high-level administrative support for the Strategic Enrollment Management and CSSR directors. Schedule appointments and maintain their electronic calendars to facilitate scheduling.
• Contribute to process development to impact the efficiency of workflow. (e.g., create flow charts, and databases)
• Provide accurate, current, and relevant information about departmental initiatives.
• Onboard, train, and supervise student employees
• 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.
• Demonstrated effective customer service, analytical, and organizational skills.
• Demonstrated effective interpersonal skills, with a precise command of grammar and correct use of the English language.
• Proven ability to work effectively with students, parents, faculty, and staff from all backgrounds in support of an inclusive and welcoming environment
• Effective organization, time and event management, and collaboration skills.
• Effectively operate Windows and Microsoft Office software and products.

Physical Requirements:
• Ability to maneuver and lift items weighing up to twenty-five pounds.
• Work some evenings and occasionally weekends.

Preferred Qualifications:
• Two years of experience providing administrative support or completion of a course of study at the postsecondary level.
Bachelor’s degree.

Hourly, Full-time
Background Check Required