Office Coordinator

Position Title: Office Coordinator

Department: Academic Affairs

Advertised Pay: Base $18.17/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 28, 2025.

Special Instructions to Applicants: The interview process may require completing a skills assessment to determine the candidate’s proficiency in the software and skills needed to perform the position's essential functions. If additional testing is required, the information will be provided to selected candidates during the interview process.

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 Office Coordinator provides administrative and operational support to the Office of the Provost, accommodating shifting priorities in a fast-paced environment to facilitate the effective leadership of Academic Affairs.

Essential Functions:
• Serves as primary receptionist: greeting and directing visitors, answering telephones, transferring calls, and/or taking and relaying messages.
• Monitors and reviews incoming email messages from multiple email boxes, responding to inquiries and requests as appropriate, or forwarding/referring messages for response as appropriate.
• Maintains a supply of office materials for staff and faculty use. Monitors the use and function of office equipment, assisting users with equipment operation, arranging for repairs and maintenance as necessary.
• Schedules meetings and events; locates, reserves, and prepares meeting space; arranges for refreshments or catering; coordinates recognition materials; contacts and invites participants; develops, types, copies, and distributes agendas and meeting materials; and sees to other details in preparation for meetings. Records, types, copies, and distributes meeting notes, as requested.
• Makes travel and accommodations arrangements for Academic Affairs, collects receipts and other travel documentation, and completes and submits requests for travel expense reimbursement.
• Manages Academic Affairs and Faculty Recruitment credit cards. Completes and submits purchase requisitions, payment requests and P Card reconciliation reports following University processes to initiate purchases and timely payment for materials and services received.
• Reviews and processes selected purchase orders and invoices for the Academic Affairs area and submits them for approval.
• Provides administrative support to all members in the Office of the Provost.
• Serves on committees as designated by the Provost.
• Builds and maintains professional working relationships with university community members; over time, the employee is expected to develop a comprehensive knowledge of academic and administrative departments as well as university programs and procedures
• Effectively communicates with team members in a timely and professional manner.
• Contributes to a working environment that is team-oriented, anticipatory, supportive, and encourages constructive feedback on performance.
• Contributes to the University's overall success by performing other essential duties and responsibilities as assigned or as appropriate.
• Performs additional job-related duties as assigned or as appropriate.

Required Qualifications:
• A bachelor's degree or a combination of post-secondary education and additional administrative experience equivalent to a degree.
• Demonstrated effective writing skills as evidenced by the candidate's application materials.
• Proven ability to perform complex tasks, prioritize, and organize multiple projects with effective time management skills and the ability to work well under pressure while handling multiple, shifting, high, and competing priorities.
• Demonstrated effective interpersonal and communication skills, with a precise command of grammar, punctuation, spelling, and the correct usage of the English language.
• Demonstrated ability to interact and work effectively with a broad range of individuals and stakeholders at all levels of the University.
• Ability to work effectively collaboratively in a complex environment.
• Ability to maintain confidentiality and professionalism.
• Demonstrated proficiency in typical office technology and software programs, including presentation development. (i.e., Excel, Word, PowerPoint, Outlook, Adobe, Zoom, etc.)
• Ability to nurture professional working relationships throughout Washburn University and with stakeholders to promote the interest of the Office of the Provost and the University.

Preferred Qualifications:
• Two years of experience that demonstrates knowledge and understanding of coordinating, prioritizing, and organizing in a fast-paced and dynamic office environment.
• Experience providing administrative support and coordination in a higher education office setting.
• Experience tracking and documenting expenses made by credit card (e.g., bookkeeping experience, QuickBooks, Concur, etc.).

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