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Senior Administrative Assistant, Social Work Department

School of Applied Studies

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Senior Administrative Assistant, Social Work Department

  • School of Applied Studies
  • Staff Full-time

Position Title: Senior Administrative Assistant, Social Work Department

Department: Social Work

Advertised Pay: Base is $12.04/hour

Location: Washburn University

The screening committee will review all applications submitted by December 3, 2022

Position Summary: The Senior Administrative Assistant provides administrative support for the faculty within the Department of Social Work. The Department of Social Work includes the following programs: Bachelor of Social Work (BSW), Masters of Social Work (MSW, and Field Education (FE).

Essential Functions:
Greet, assist and direct walk-in traffic. Answer telephone calls and take messages, direct/relay calls/messages as appropriate to facilitate communication among faculty, students and the public.

Serve as liaison between faculty, the Chair and students. Provide or obtain information in response to inquiries or specific issues that arise, contacting students as necessary to facilitate communication.

Create and maintain office files. Address and mail requested information to prospective students and other parties. Prepare outgoing and process incoming mail.

Maintain office supply inventory and order supplies as needed. Oversee the use and maintenance of office equipment. Initiate repair or maintenance as needed.

Assist with ordering textbooks and desk copies as requested by instructors following Bookstore procedures to facilitate the availability of textbooks for each semester.

Copy, assemble, and distribute correspondence, tests and other documents as appropriate, including informational packets to new students and internship sites to facilitate program application and participation.

Create and format documents (manuals, tests, etc.), and grade exams as requested. Review documents, door schedules, and other items as requested. Type revisions for the clinical manual to update information for users.

Review student applications to verify their completeness and follow up with students to obtain missing information/documents.

Create, update and maintain student files to track student progress.

Download degree audits from software programs and update student audit sheets verifying that required coursework is complete, to aid faculty with student advisement. Complete audit and certificate sheets for accepted students. Verify GPA’s meet standards, etc.

Enter class schedules into the appropriate software program (Banner) as directed. Establish overrides in the system as directed by course instructors for student enrollment. Distribute enrollment pin numbers for students.

Run reports and manage the Field Education Software program Sonia

Update program websites as directed by the Chair.

Monitor department budget accounts and keep Chair appraised of account balances. Assist with budget preparation as requested.

Perform additional job-related duties as assigned or as appropriate.

Required Qualifications:
High school diploma, GED, or equivalent. Prior experience is required.
Proficiency in using word processing and spreadsheet software.
Proven ability to work independently, and proficiency in handling competing tasks while meeting deadlines.
Demonstrated ability to provide effective customer service.

Preferred Qualifications:
Proficiency in using Microsoft Office, especially Microsoft Excel
Work experience in higher education or other educational environments
Experience using Learning Management Systems (LMS)

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

Washburn is an EOE and is dedicated to providing a student-centered and teaching-focused academic and work environment. We seek candidates who are committed to Washburn’s efforts to create a campus climate that fosters the growth and development of a diverse student body, and we encourage applications from members of groups that have been historically underrepresented and/or marginalized in higher education.

Washburn University provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, religion, age, national origin, ancestry, disability, sex, sexual orientation, gender identity, genetic information, veteran status, or marital or parental status.

Washburn University is committed to providing reasonable accommodations to applicants for employment. If you are an applicant who needs a reasonable accommodation to participate in the application or interview process, please email or call 785-670-1538 at least five (5) business days in advance of the date you need the requested accommodation.


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