Office Coordinator

Washburn University•Topeka, KS

4d•Onsite

About The Position

The Office Coordinator (OC) for the College of Arts and Sciences (CAS) is responsible for performing and overseeing various administrative, fiscal, and planning activities requiring advanced/specialized knowledge and skills particular to the College of Arts and Sciences. Work requires in-depth knowledge of program policies, procedures, and information systems to communicate and process information, and to train others. The OC leads or coordinates the work of CAS support staff in the recruitment and hiring of adjunct faculty and course scheduling, and trains staff in these procedures. The OC serves as a central point of contact with CAS departments and external constituencies to resolve matters concerning the unit.

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 work effectively both independently and as part of a team to accomplish work despite interruptions.
A commitment to equal opportunity and working with all populations.
Demonstrated effective interpersonal, communication, and customer service skills.
Proven ability to manage multiple projects, effectively organize tasks, and establish planning processes and priorities.
Proven ability to maintain confidentiality.

Nice To Haves

Previous administrative experience.
Supervisory and training experience.

Responsibilities

Work with CAS Department Chairs, Associate Dean, Human Resources, and CAS support staff in the recruitment of adjunct instructors, ensuring compliance with proper policies. Enters data into the appropriate software program for part-time adjunct faculty employment contracts. Revise contracts and course assignments as needed.
Assist with collecting adjunct credentials and relaying appropriate budget information related to adjunct hires.
Update and maintain the adjunct faculty handbook to provide a reliable reference for policies, procedures, and guidelines regarding adjunct faculty employment, conduct, and performance.
In collaboration with the Provost’s Office, establish the process and timeline for fall, spring, and summer course schedule creation and communicate these to departmental staff and ensure compliance with deadlines.
Conduct training sessions in course scheduling software functions (e.g. Banner, FLAC) for CAS support staff and provide technical assistance and additional training as requested.
Review all course schedule submissions from departmental staff. Correct errors and provide feedback for future improvement of submitted work. Coordinate with the Registrar and the Provost’s office in finalizing course schedules.
Oversee all changes required after course schedule submission and ensure stakeholders are aware of changes. Lead the work of CAS support staff as needed to accommodate changes.
Communicate regularly with the CAS Associate Dean about progress and updates related to course scheduling. As requested by the Associate Dean, pursue inquiries about course schedules with the appropriate units.
Assess and report the accuracy and timeliness of submitted course scheduling work to other supervisors to inform annual evaluations of CAS support staff.
Assist in the logistics and planning of the Apeiron, the university’s annual academic showcase, working closely with the Apeiron chair to ensure a successful event. Sets up planning committee meetings, takes and distributes minutes. Coordinates event set up, supply inventories, advertising materials, posters, recipient awards, signage, and maintenance.
Recruit/arrange guest speakers, and coordinate event volunteers as needed.
Assist in the development of policies and procedures in collaboration with appropriate staff. Answer procedural questions and requests for information. Interpret existing policies and procedures relative to specific situations and provide directions accordingly.
Provide general administrative support, including reception, for the CAS Office as directed by the CAS Dean(s) or as needed and as seems appropriate.
Compile information and statistics (e.g. spreadsheets) as requested by appropriate staff for assessment, reporting, and budgeting activities.
Perform additional job-related duties as assigned or as appropriate.