Senior Administrative Assistant, Department of Advanced Education Programs

Fort Hays State University•Hays, KS

6d•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 covers communications, accounting and bookkeeping, personnel processes, public relations and marketing assignments, and data management. The employee uses standard office tools and technology and supervises and leads student employees. This is a fully on-campus, in-person position at Fort Hays State University’s main campus in Hays, Kansas.

Requirements

High school diploma or equivalent.
Ability to take initiative, manage multiple tasks, and work independently as well as collaboratively.
Strong communication skills.
Strong organizational skills and attention to detail.

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, and Google Docs and Sheets.
Workday experience.
Ability to use programs such as Photoshop.

Responsibilities

Serve as the primary office contact for students, faculty, and staff in person, by email, Microsoft Teams, and telephone, including handling confidential matters and communicating with people of varied backgrounds and temperaments.
Maintain budgetary accounts and prepare payment vouchers, travel authorizations and payment vouchers, and purchase requisitions through Workday.
Classify and record transactions, identify and resolve discrepancies, and review purchase orders, vouchers, bills, and forms for merchandise, reimbursements, or payments.
Reconcile accounts between Workday and office accounting records 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 on-campus and online class schedules are submitted accurately and on time, resolve room conflicts, and meet university deadlines.
Submit course approval forms for online and on-campus classes.
Assist with planning, coordinating, and scheduling program coordinator meetings 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 student employee records, payroll, and hiring; set semester work schedules in consultation with the chair, establish priorities, delegate assignments, and review completed work for accuracy.
Arrange travel and lodging and process reimbursements for faculty travel and candidate interviews.
Help update the department website and regularly create social media posts and videos, brochures, and other promotional materials for Advanced Education Programs.
Assist with recruiting and other events.
Perform other duties as assigned by the department chair.