Office Coordinator

Washburn University•Topeka, KS

9d•Onsite

About The Position

This position is the initial point of contact for the Dean and the unit and is responsible for providing prompt and exemplary customer service to all faculty, staff, students, and others through multiple methods of contact. In addition, this position is responsible for providing general administrative support to the Dean and other department staff members.

Requirements

Bachelor's degree or a combination of post-secondary education and additional administrative support experience equivalent to a degree.
Proven proficiency in Microsoft Excel, Outlook, and Word with the capacity to train others in key functions of essential software.
Demonstrated attention to detail and ability to collaborate as part of a team to accomplish work despite interruptions.
Demonstrated effective interpersonal and communication skills, and customer service skills.
Proven ability to manage multiple projects, effectively organize tasks, and establish planning processes and priorities.
Demonstrates initiative in taking on new projects and the ability to work independently with minimal supervision.
Proven ability to maintain confidentiality.
Ability to adapt to changes in the working environment and learn new skills.

Nice To Haves

Bachelor’s degree.
At least two years of administrative experience.
Previous related experience in a higher education environment.

Responsibilities

Serves as the primary point of contact for the Dean’s Office, assisting customers who contact the office by responding to questions regarding processes and procedures or directing them to appropriate staff.
Manages the Dean’s calendar as requested to prevent scheduling conflicts. Schedules meetings and events, reserves event space using calendaring system, and orders catering.
Oversees unit budgets to ensure proper allocation, compliance, and accurate reporting. Compiles data and prepares statistical tables for inclusion in reports. Submits reports and summaries to staff for budget planning.
Maintains records of staff leave and travel requests, and assists employees with travel arrangements, travel vouchers, and other required forms in accordance with Washburn procedures.
Manage procurement card allocations and travel expense reports according to policies, regulations, and procedures. Processes invoices for payment via claim vouchers or credit card payments and reviews credit card statements to ensure each charge has a matching receipt to confirm each purchase. Works to resolve issues that may prevent or delay payment. Processes vendor contracts and verifies invoices.
Facilitates unit-wide meeting coordination, including coordinating unit staff meetings and the planning, scheduling, and leading of meetings, organizing training and staffing events, scheduling meeting space, preparing meeting materials, taking notes, and requesting catering as necessary.
Provides administrative assistance to support special projects, event planning, and unit committees.
Assists directors to coordinate campus-wide unit initiatives.
Provides administrative support when coordinating and scheduling academic testing.
Responsible for working with the Dean and Associate Dean to schedule and coordinate maintenance and repairs of the facility with appropriate Washburn staff or outside vendors in a timely fashion to minimize the disruption of library operations.
Performs other job-related duties as assigned or as appropriate.