Office Coordinator, CTEL and Assessment

Position Title: Office Coordinator, CTEL and Assessment

Department: Ctr Teaching Excellence Learning

Advertised Pay: Base is $18.17/hr with the potential of a higher amount commensurate with experience

Campus Location: Washburn University

The screening committee will review all eligible applications submitted by September 24, 2024

Position Summary: The Office Coordinator for the Center for Teaching Excellence and Learning (CTEL) and Assessment is responsible for providing high-level administrative support and office coordination to the directors of CTEL and Assessment, staff members, coordinators, and collaborators. The Office Coordinator must also streamline procedures and facilitate an efficient office that delivers excellent customer service to everyone who interacts with the departments.

Essential Functions:
The Office Coordinator provides high-level administrative support for the directors and effectively completes the following essential functions for both the CTEL and Assessment directors, staff, and departments unless otherwise indicated.
• Provide prompt, professional reception and administrative assistance, respond to all visitors, requests, and inquiries, or refer individuals to other staff or departments as appropriate. Responsible for handling or overseeing the completion of all administrative support activities, including monitoring the CTEL and Assessment email accounts and responding to messages or relaying messages and information to the appropriate source for response.
• Share accurate and relevant information about the departments’ initiatives and programs.
• Respond to all grant applicants, coordinate award disbursement, and collect grant outcome reports.
• Submit forms entering accurate data into appropriate software programs to ensure prompt payment and grant disbursements to individuals, vendors, etc.
• Complete and submit purchase requisitions, payment requests, and P Card reconciliation reports following University processes to initiate purchases and timely payment for materials and services received. Track expenditures and compile data as requested. Collect receipts and other travel documentation, and complete and submit requests for travel expense reimbursements.
• As the liaison for both departments, responsible for scheduling appointments, consultations, and meetings appropriately via the participants’ electronic calendars to facilitate scheduling.
• Develop and implement process improvements.
• Manage the CTEL library, ordering books, entering books in the library management software, and checking books in and out.
Responsible for Event Management and Meeting Coordination.
• Work closely with staff and appropriate individuals to plan and coordinate meetings, trainings, workshops, and other events. The duties include but are not limited to identifying and reserving facilities, assisting with designing and planning itineraries, agendas, menus, ordering catering, inspecting the space/venue, confirming room and seating setup, and ensuring requested equipment/technology is working; monitoring online registrations and enrollment; and notifying individuals of department or committee meetings and programming initiatives.
• Assist with planning and scheduling department programming and initiatives. Prepare meeting materials, take notes during meetings, and provide follow-up information.
• Create and distribute publicity materials (e.g., flyers, event calendars, newsletters).
Perform additional job-related duties as assigned or as appropriate.

Required Qualifications:
• Bachelor’s degree or a combination of post-secondary education and additional administrative support experience equivalent to a degree.
• Demonstrated effective interpersonal and communication skills.
• Proven record of successful customer service and experience working as part of a team.
• Demonstrated effective organizational and time management skills.
• Proficiency in Microsoft Outlook, Microsoft Word, and Zoom.

Preferred Qualifications:
• Proficiency in the following: relevant assessment software (e.g. Watermark Insights), budgeting, data, and reporting software (e.g. Ellucian Banner, FLAC, Argos), Dynamic Forms, Microsoft Forms, Microsoft Excel, and/or graphic design, marketing, and communication tools (e.g. Ticket Tailor, Canva, and Adobe products).
• Experience providing administrative support in an office environment.

Special Instructions to Applicants:
A skills assessment is required as part of the interview process for this position.

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