Senior Administrative Assistant, Department of Advanced Education Programs

Fort Hays State University•Hays, KS

1d•Onsite

About The Position

The Senior Administrative Assistant provides administrative and general office support, along with specialized assistance to the Department of Advanced Education Programs chair and faculty. The role includes communication, accounting and bookkeeping, support for personnel processes, public relations and marketing assignments, and data management. The position uses standard office tools and technology and supervises and provides leadership to student employees. The successful candidate will take initiative, manage multiple tasks, work independently and collaboratively, communicate effectively, and remain well organized and detail oriented. This is a fully on-campus, in-person position at Fort Hays State University's main campus in Hays, Kansas. The minimum qualification is a high school diploma or equivalent. The offered salary is $15.82 per hour. The anticipated start date will be determined after acceptance of an offer and completion of a criminal background check. Applications are accepted electronically, and applicants must submit a current resume. Application review begins October 25, 2026, and continues until the position is filled.

Requirements

High school diploma or equivalent.
Ability to take initiative and manage multiple tasks simultaneously.
Ability to work independently and as part of a team.
Strong communication skills.
Organization and attention to detail.
Ability to communicate with people of varied backgrounds and temperaments, including regarding confidential issues.

Nice To Haves

Bachelor's degree in psychology, education, or a related field, or four years of experience in lieu of a degree.
Three to five years of experience in an office or administrative setting.
Supervisory or managerial experience.
Customer service skills or experience.
Marketing skills or experience, such as social media, Canva, or website editing.
Superior written communication skills.
High proficiency with Microsoft Office applications, including Outlook, Word, Excel, and Teams, as well as Google Docs and Sheets.
Workday experience.
Experience with Photoshop.

Responsibilities

Communicate daily with students, faculty, staff, and administrators, including about confidential issues; serve as the primary contact for office visitors and people contacting the office by email, Microsoft Teams, or telephone.
Maintain budgetary accounts; prepare payment vouchers, travel authorizations and payment vouchers, and purchase requisitions through Workday; record and classify transactions; resolve discrepancies; and review purchase orders, vouchers, bills, and forms for purchases and reimbursements.
Reconcile accounts between Workday and the office accounting process monthly and provide the department chair with monthly account activity and balance reports.
Assist the chair and program coordinators with correspondence, spreadsheets, and documents.
Help ensure schedules for on-campus and online classes are submitted accurately and on time, resolve room conflicts, meet university deadlines, and submit course approval forms.
Plan, coordinate, and schedule meetings for program coordinators using Outlook and other communication and scheduling tools.
Order and purchase supplies and equipment as needed.
Interview, select, coordinate, supervise, evaluate, and mentor student employees; maintain their records, payroll, and hiring; set work schedules in consultation with the chair; delegate and prioritize assignments; and review completed work for accuracy.
Arrange travel and lodging, process faculty travel reimbursements, and coordinate candidate interview travel.
Help update the department website, create regular social media posts and videos, and produce brochures and other promotional materials for Advanced Education Programs.
Assist with recruiting and other events.
Perform other duties as assigned by the department chair.