Office Coordinator

Position Title: Office Coordinator

Department: School of Law

Advertised Pay: Base $18.17/hour potential for a higher entry rate commensurate with experience

Campus Location: Washburn University

The screening committee will review all eligible applications submitted by November 8, 2024

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 Office Coordinator provides high-level administrative support and office coordination to the faculty and staff for the School of Law’s Centers and External Programs, including the seven Centers for Excellence. The Office Coordinator will streamline procedures to facilitate an efficient office that delivers excellent customer service to everyone who interacts with the office.

Essential Functions:
• 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 but not limited to:
o Monitor office email accounts and respond to or relay messages and information to the appropriate source for a response,
o Share accurate and relevant information about the Centers’ programs,
o Assist with budget tracking and reporting, document expenditures and submit payment requests following University and department procedures,
o Produce correspondence, certificates, or other records as appropriate, and
o Assist faculty and staff with office equipment and supplies as appropriate.
• Coordinate events sponsored by the Centers for Excellence. Event coordination responsibilities include but are not limited to maintaining the events calendar, handling logistics, reserving facilities, and assisting with designing and planning itineraries, agendas, and menus. Ordering catering; inspecting the space/venue; confirming room and seating setup and ensuring requested equipment/technology works; monitoring online registrations and enrollment; and notifying individuals of department or committee meetings and programming initiatives. Arranging travel accommodations, preparing and distributing event materials as needed, assisting with marketing of events, and registration activities.
• Provide all of this same coordination for events and speakers brought in by myriad student groups and organizations falling under all of the Center’s oversight
• Ensure compliance with the requirements of Kansas and Missouri CLE Commissions. Collect presentation outlines, vitae, and other materials. Submit materials to request CLE credit approval. Submit the completed documents to ensure participants receive CLE credit. Update and maintain internal databases for CLE participants.
• Update the Centers’ page on the School of Law website; create and maintain a database of students involved in Center activities students who have satisfied each Centers’ certificate requirements.
• 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 effective customer service, organizational and time management skills.
• Proficiency in Microsoft Outlook, Microsoft Word, and Zoom.
• Knowledge of Adobe products, including InDesign.
• Demonstrated effective writing, editing, and public relations skills.
• A skills assessment is required as part of the interview process for this position.

Physical Requirements:
• Able to pick up, move and store office supplies and boxes as needed and complete routine office work such as refilling the copier when needed.

Preferred Qualifications:
• Bachelor's degree in English, journalism, public relations, marketing, or a related field.
• Work experience in a law office or a similar setting.
• Experience working in a higher educational environment.

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.

Do not hesitate to apply if you have not regularly used but would be willing to learn InDesign software.

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