Administrative Specialist

Position Title: Administrative Specialist

Department: Aleshire Ctr for Leadership & Comm

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: April 21, 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.

This position provides administrative support to the Aleshire Center for Leadership and Community Engagement. The employee must maintain confidentiality of all privileged/sensitive information.

Essential Functions:
• Serve as primary receptionist: greeting and directing visitors, answering telephones, transferring calls and/or taking and relaying messages.
• Monitor and review incoming email messages responding to inquiries and requests and appropriate or forwarding/referring messages for response as appropriate.
• Draft and/or type and format correspondence, reports, etc. using Microsoft Office software, as directed.
• Record, type, and distribute meeting notes as requested.
• Update and maintain office files for reference and use in data collection and reporting.
• Distribute office mail
• Maintain a supply of office materials for staff and faculty use. Monitor the use and function of office equipment, assisting users with equipment operation, planning for repairs and maintenance as necessary.
• Schedule meetings, identify and reserve meeting rooms, make catering arrangements as directed, notify participants of upcoming meetings and agendas to assist with meeting preparation.
• Assist with travel arrangements for Center staff, faculty, and students, as directed.
• Assist with website management and updates
• Perform additional job-related duties as assigned or as appropriate.
• Assist with semester planning and preparations for Leadership Studies and Community Engagement courses: Enter class schedules into Banner, compile information from faculty and submit textbook adoptions, and manage textbook adoptions
• Manage community-based work study position postings/onboarding process in PageUp
• Update student records, including service hours, for Community Studies minors, Bonner Scholars, and Community Service WTE.
• Track and verify work hours for community-based work study students to ensure records are accurate.
• Update information on all community partners as reference for all community service placements.
• Assist with event coordination efforts, as directed, including but not limited to, the Washburn Leadership Challenge Event™, Scholarship Interview Day, end-of-year celebrations, and the Aleshire Center at Admissions/event days.

Required Qualifications:
• High School diploma, GED, or equivalent.
• One year of full-time relevant work experience or post-secondary education or a combination equal to one year.
• Demonstrated effective interpersonal, organizational, time management, and communication skills.
• Proven proficiency with Microsoft Word, Outlook, Excel, and basic knowledge of using Teams.
• Demonstrated ability to work effectively individually and collaboratively as part of a team.

Preferred Qualifications:
• Successful completion of college coursework.
• Experience using the following software: Adobe, Canva, SignupGenius, Ellucian Banner, Argos, SAP Concur, PageUp, and Navigate.

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