Administrative Specialist

Position Title: Administrative Specialist

Department: WIT-Student Services

Advertised Pay: $13.25 per hour - additional compensation may be available commensurate with experience

Location: Washburn Tech

The screening committee will review all eligible applications submitted by December 27, 2022

Position Summary: The Administrative Specialist for Student Services at Washburn Tech is responsible for providing administrative support for the departments of the Student Services Division at Washburn University Institute of Technology (Washburn Tech) which include admissions, accommodations, advising, conduct, financial aid, student records, and testing services. Serving as the front line of Student Services, this role must effectively provide customer service, communication, problem solving, and attention to detail for each internal or external person.

Essential Functions:

• Greet visitors and answer the telephone lines for Student Services, responding to inquiries and requests, forwarding calls, directing guests and relaying messages as appropriate to assist all who contact the department
• Respond to emails from internal and external constituents such as school districts, people interested in special programs, as well as faculty and staff from all Washburn campuses seeking information or responding to Student Services requests.
• Serve as a backup Cashier (taking payments by phone, in-person, providing receipts, and documenting transactions)
• Develop emails and other print materials for special programs and events within Student Services.
• Work with students who need assistance completing and submitting paperwork.
• Schedule appointments for students needing to meet with Student Services Staff.
• Pull/verify data and generate reports as needed for Student Services Staff.
• Research student cases and data for projects.
• Work with staff on the development and maintenance of a central policy and process library for Student Services.
• Enter supplemental data collected each term in Banner for 20th day reporting & coordinate data entry for follow up forms.
• Establish and maintain student and office files, both electronic and hard copies.
• Update and maintain reference notebooks and materials.
• Research files and records to compile information and data for inclusion in reports being completed by Student Services staff.
• Attach digital documentation and forms to student electronic files.
• Serve as point-person for transportation issues with high schools and coordination of special transportation needs.
• Pre-register and register individuals for tests, verifying registration on test days, collecting and receipting registration fees, and lending other assistance as requested.
• Address and/or mail correspondence, test reminders, pamphlets, forms and other materials as requested.
• Create and revise Student Services forms as necessary to reflect changes in informational needs.
• Work closely with the staff to review and update the Student Handbook and keep it accurate and complete.
• Compile data to assist Student Services staff in completing and filing other reports required by Washburn Tech, Washburn University and KBOR.
• Perform 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 relevant education or a combination of relevant education and experience equal to one year of full-time work experience.
Effective communication skills in a professional environment. Proven ability to manage multiple projects and establish priorities. Proven ability to work with minimal supervision and accomplish a substantial amount of work despite frequent interruptions. Highly organized and detail oriented. Ability to make independent decisions using sound judgment. Proficient in the use of Microsoft Office products.

Full time, Hourly, Mon-Fri, 7:30am - 4:30pm   
Background Check Required