Administrative Specialist

Position Title: Administrative Specialist

Department: WIT-Curriculum and Instruction

Advertised Pay: Base $15.02/hour potential for a higher entry rate commensurate with experience

Campus Location: Washburn Tech

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: February 7, 2025.

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 provides administrative support to the Assistant Dean of Instructional Services and the Assistant Dean of Curriculum, Programs, and Grants and is a point of contact for visitors, staff, and faculty. The Administrative Specialist supports fostering a professional and organized department to ensure smooth operational efficiency by maintaining program and department-related activities, reports and documentation.

Essential Functions:
• Serve as office receptionist and provide administrative support to assigned staff and office(s). As the initial point of contact, greet and assist visitors, respond to inquiries quickly, forward calls or requests and relay messages promptly to ensure efficient communication and effective customer service. Maintain and update calendars for assigned staff as requested. Schedule meetings and activities to ensure timely notifications to attendees. Provide backup support to other admin staff when necessary. Facilitate communication between technical instructors and administrative staff. Ensure publications and website features accurate and current information for students, faculty, and staff. Provide updates as needed.
• Access appropriate software systems to enter and edit various data types. Create and run reports as needed to support the department’s work. Will use multiple software programs and must be proficient in Microsoft Word, Excel, Outlook, and PowerPoint. Assist in entering and tracking faculty leave requests in the applicable program. Organize and maintain electronic files and reference materials for projects and meetings.
• Maintain accurate and up-to-date program documentation, including course syllabi and textbook lists. Communicate deadlines to instructors for required documentation and ensure timely submission. Update textbook and tool lists for all programs based on faculty feedback. Liaise with the Ichabod Shop to facilitate textbook adoptions for various programs.
• Allocate and document monthly purchase card expenditures for processing and approval. Assist employees with purchase needs as appropriate.
• Allocate and document monthly purchase card expenditures for processing and approval. Assist employees with purchase needs as appropriate.
• 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 education, or a combination of experience and relevant education that equals one year of full-time experience.
• Demonstrated effective interpersonal, communication, customer service and organizational skills.
• Proven proficiency in Microsoft Office Word, Excel, Outlook, and PowerPoint software.

Preferred Qualifications:
• Work experience in a secondary or post-secondary environment.

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