Administrative Specialist, College of Education

Fort Hays State University•Hays, KS

1d•Onsite

About The Position

The Administrative Specialist reports directly to the Dean of the College of Education and provides specialized administrative responsibilities in support of the College of Education Dean’s office. Duties include managing the office activities including meetings, emails, phone calls, calendars, travel, budget, college-related communications, records, student workers, and special projects. The successful candidate must have the ability to work independently, possess excellent interpersonal and planning skills, and be highly detailed and organized. Positions at this level are expected to be able to demonstrate a high level of professionalism and maintain the security and confidentiality of office documents, records, and information.

Requirements

High School Diploma, or equivalent, with at least one to two years of experience in an office or administrative support position.

Nice To Haves

Bachelor’s degree or higher
Proficient with the Microsoft Office suite and data systems
Highly detailed and organized
Strong written and oral skills
Exceptional customer service skills
Ability to multitask on projects and events

Responsibilities

Coordinate communication between the Dean’s Office and the academic departments within the college.
Maintain an organized system of data and records to be easily shared with the dean and/or others.
Plan, coordinate, and arrange meetings and events with multiple agencies or individuals including securing facilities, inviting participants, securing materials, and ordering food.
Maintain department budget by completing bookkeeping, billing, and purchasing for the office.
Plan travel arrangements and prepare travel reimbursements.
Oversee daily office tasks including answering phones, walk-ins, mail, and email.
Prepare personnel transactions and maintain records of personnel actions.
Supervise student workers with delegating and assigning tasks.
Maintain the College’s social media presence, website, and Xibo TV screens.
Coordinate bi-weekly Dean’s Council meeting including preparing the agenda, taking minutes, and completing follow-up items.
Coordinate meetings as assigned by the Dean.
Work with the University Foundation accounts to submit checks for reimbursement, prepare monthly reports, and send thank you letters to donors.
Utilize Workday for completing processes including student records, personnel actions, and procurement card transactions.
Scheduling conference rooms in Rarick Hall, maintaining the building directory, and submitting physical plant requests for the building
Perform other duties as assigned by the College of Education Dean’s Office.