Executive Assistant

Position Title: Executive Assistant

Department: Administration & Treasurer

Advertised Pay: Base $24.19/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 12, 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 Executive Assistant for Administration and Finance, reports to the Vice President Administration and Treasurer (VPAT) and performs a range of duties including but not limited to administrative support, coordination of projects and gathering financial analysis data for the VPAT and the various departments that comprise Administration and Finance. Responsible for maintaining high standards of professionalism, communication, adherence to deadlines and working with internal and external contacts. This position is expected to provide the highest level of detail to support Administration and Finance.

The role interacts extensively and serves as a liaison for the VPAT in supporting productive, strategic relationships with the President's Office, other VPAT direct reports, other University administrators, deans, academic leaders, faculty, staff, students, and community partners.

This is a full-time position with a regular schedule corresponding to the University's normal business hours.

Essential Functions:
• Manages the daily administrative operations of the VPAT office and supports the various departments that comprise Administration and Finance.
• Develop and coordinate the preparation of Board and/or committee agendas, meeting minutes, support materials, technology use, and public meeting notifications as required. This includes the scheduling and setting up of meetings, participant invites, complete and timely delivery of meeting materials.
• Prepare correspondence and communications for distribution or approval and signature, checking the documents for completeness and accuracy.
• Works with respective Administration and Finance departments to ensure appropriate updates are made to the financial section of university’s webpage and applicable SharePoint sites.
• Compiles information for reports and presentations as assigned. This may include the need to conduct preliminary research.
• Assist with preparation of and submission of items for external audit.
• Works with VPAT and Administration and Finance staff on updates to department policies, procedures, regulations and/or forms.
• Distributes financial reports and data to respective campus units.
• Manages the VPAT’s calendar, schedules meetings, and oversees meeting arrangements.
• Assists with processing invoices, University purchasing card transactions, applicant tracking system, and travel claims for the VPAT and department leaders within the Administration and Finance.
o Responsible for all business expense-related tasks for the VPAT office, including processing permissible transactions using the University issued purchasing card following established university policies, regulations and procedures.
• Serve as the point of contact for vendors (copier, supplies, etc.), order and maintain inventory of appropriate and needed supplies for the VPAT office.
• May support select accounting functions (e.g., processing journal entries, reconciliations).
• Scans, copies and maintains the electronic and physical filing system of meeting materials and financial documents.
• Establish and maintain cooperative relationships with those contacted in the course of work and respond to sensitive matters and/or situations with discretion, tact, and confidentiality.
• Contributes and supports a working environment that is team-oriented, anticipatory, supportive, and collaborative.
• Contribute to the overall success of the University by performing additional job-related duties and responsibilities as assigned or as appropriate

Required Qualifications:
• Bachelor's degree in Business Administration or related field.
• Minimum of two years experience that demonstrates knowledge and understanding of coordinating, prioritizing, and organizing in a fast-paced and dynamic office environment.
• Proven ability to perform complex tasks, prioritize, and organize workload with effective time management skills.
• Demonstrated effective interpersonal, listening and communication skills.
• Ability to work independently and with a team construct.
• Commitment to quality and integrity, with confidentiality and professionalism.
• Demonstrated effective attention to detail and organization skills, including responsible, accurate record-keeping.
• Ability to organize meetings and tasks.
• Proven ability to interact and work effectively with individuals and stakeholders.
• Advanced skills in MS Excel, PowerPoint, Word and Outlook.

Hourly, Full time, Mon-Fri,    
Background Check Required