Senior Administrative Assistant, Advanced Education Programs

Fort Hays State University•Hays, KS

21h•$15•Onsite

About The Position

The position involves administrative and general office support duties along with specialized tasks, assisting the department chair and faculty. Duties will include communication, accounting and bookkeeping, assistance with personnel processes, public relations/marketing assignments, and data management. This position utilizes standard office tools and technology and will supervise and provide leadership to student employees. A successful candidate needs to be able to take the initiative, manage tasks simultaneously, work independently as well as in a team, possess strong communication skills, and be well-organized and detail oriented.

Requirements

This position requires a High School Diploma, or equivalent.
Three to five years of experience in an office or administrative setting

Nice To Haves

A bachelor’s degree in psychology, education, or a related field or four years of experience in lieu of degree
Supervisory or managerial experience
Customer service skills/experience
Marketing skills/experience (i.e., social media, Canva, website editing)
Superior written communication skills
Highly proficient with Microsoft Office applications (Outlook, Word, Excel, Teams, Google Docs/Sheets)
Workday experience

Responsibilities

Communicates with students, faculty, staff, and administrators on a daily basis, sometimes regarding confidential issues.
The Senior Administrative Assistant is the primary contact person for students, faculty, and staff who come into the office, email, message on Microsoft Teams, or telephone the office for information. The individual hired must be able to communicate with individuals of various backgrounds and temperaments on a daily basis.
Maintains budgetary accounts.
Prepares payment vouchers, travel authorizations, travel payment vouchers, and purchase requisitions through Workday.
Classifies and records transactions and identifies and resolves discrepancies and any other related transactions.
Reviews purchase orders, vouchers, bills and forms to approve merchandise or reimbursements or to make payment for goods or services.
Reconciles accounts between Workday and the office accounting process every month and provides monthly department account activity and balance reports to the chair.
Assists the chair and program coordinators with correspondence, spreadsheets, and documents.
Assists department chair with ensuring schedules for on-campus and online classes, including resolving room conflicts, are submitted accurately, timely, and adhering to FHSU deadlines.
Submits course approval forms for online and on-campus classes.
Assists in the planning, coordinating, and scheduling of meetings for the program coordinators. Uses Outlook and other communication and scheduling tools.
Orders and purchases supplies and equipment as necessary.
Interviews, selects, coordinates, supervises, evaluates, and mentors student employees. Maintains records, payroll, and hiring of all student employees.
Sets work schedules of student workers in consultation with the chair each semester; establishes priorities and delegates work assignments and reviews completed work of student employees for accuracy.
Makes travel and lodging arrangements, reimbursement for faculty travel, and candidate interview travel.
Assists with updating the department website, creating social media posts/videos regularly, and creating brochures and other items to promote AEP programs. Much of this is done using Canva and social media platforms. Ability to use other programs such as Photoshop is a plus.
Assists with recruiting and other events.
Other duties as assigned by the department chair.