Administrative Specialist

Position Title: Administrative Specialist

Department: College of Arts & Sciences

Advertised Pay: Base $15.02/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: May 29, 2025.

Position Summary: 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 over 5,500 undergraduate, graduate, and law 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.

The Administrative Specialist performs administrative duties concerning the College of Arts and Sciences programs. Engages in daily contact with the public, faculty, students, and University staff to share information, coordinate activities, and communicate departmental developments. Exercises sound judgment and demonstrates flexibility, collaboration, problem-solving skills and professionalism during interactions with faculty, staff, students, and the public.

Essential Functions:
• As department receptionist, answers department main phone extension and greets visitors, relays messages, provides directions, and answers questions to assist with each contact's specific needs.
• Provides information to students in response to questions about department offerings and University resources. Makes appropriate referrals as needed.
• Selects student workers and tutors. Trains student workers to perform assigned duties; monitors performance to ensure timely completion of assignments in a manner that meets department standards and submits approved timesheets for payroll processing.
• Maintains a supply of office materials for use by department staff, monitors use and ordering replacement supplies to ensure availability of supplies as needed. Contacts vendors to obtain prices for needed materials and identifies lowest cost available or to resolve issues that may prevent prompt delivery.
• Photocopies and prints materials as needed for departmental operations. Creates and submits requests for printing and copying services and works with provider(s) to coordinate pick-up or delivery of completed materials.
• Uses Microsoft Office and other applications to produce letters, memos and email messages, and completes and submit forms to facilitate and assist with Department correspondence and communication. Generates fliers and other print media to support department and faculty activities.
• Monitors equipment and facilities to identify service and repair needs. Contacts Facilities Services or contracted service providers to order and arrange for prompt repair.
• Picks up, sorts, and distributes department mail.
• Establishes, updates, and maintains student and graduate records to monitor and facilitate student progress.
• Assists staff with data reports. Establishes and maintains confidential student and departmental records to use as a resource for tracking, documenting and reporting department activities.
• Enters semester class schedules in the appropriate software system to assist with the compilation of the WU Course Schedule. Amends class schedules as directed. Maintains waitlists for courses and facilitates student enrollments.
• Using the appropriate software system, creates, submits and tracks purchase orders and payment requests to order equipment and supplies as directed or needed and initiate prompt payment for completed orders.
• Maintains appropriate purchasing card and online account for routine purchases of items that do not require Purchase Requisitions. Completes routine allocation of purchases, attachment of receipts, and approvals of their transactions in a timely fashion.
• Assists department chair with tracking and management of operating expenses budget, endowed funds and scholarships. Monitors account balances and expenditures.
• Notifies department chair of urgent correspondences to facilitate prompt communication in priority matters.
• Assists with planning of departmental events and activities; works with external organizations as directed.
• Attends departmental meetings and takes minutes if requested.
• Communicates regularly with the Office Coordinator and attends staff meetings. Under the direction of the Office Coordinator, participates in professional development, trainings and process improvement initiatives in collaboration with other College of Arts & Sciences staff.
• 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 relevant education or a combination of relevant education and experience equal to one year of full-time work experience.
• Proficiency with Microsoft Office (Excel, Word, Outlook) and the demonstrated ability to learn new software systems.
• Demonstrated record of effective organizational, communication, and problem-solving skills.
• Demonstrated ability to manage multiple tasks with effective attention to detail.
• Demonstrated dedication to equal opportunity and working effectively with individuals from all backgrounds.
• Demonstrated effective interpersonal and customer service skills, professionalism, discretion, and the capacity to appropriately handle sensitive and confidential information.

Preferred Qualifications:
• College degree.
• Previous related experience in a higher education environment.

Hourly, Full-Time
Background Check Required