Senior Administrative Specialist

Washburn University•Topeka, KS

2d•Onsite

About The Position

The Senior Administrative Specialist performs administrative duties in support of various departments/offices within the College of Arts and Sciences. Engages daily with the public, faculty, and University staff to share information, coordinate activities, and communicate departmental developments. Exercises sound judgment and demonstrates flexibility, problem-solving skills, and professionalism during interactions with faculty, staff, students, and the public.

Requirements

High school diploma, GED, or equivalent.
One year of full-time equivalent work experience or relevant education or a combination of relevant education and experience equal to one year of full-time work experience.
Demonstrated record of effective organizational, communication, and problem-solving skills.
Demonstrated ability to manage multiple tasks with effective attention to detail.
Demonstrated dedication to equal opportunity and working effectively with individuals from all backgrounds.
Demonstrated effective interpersonal and customer service skills, professionalism, discretion, and the capacity to appropriately handle sensitive and confidential information.
Demonstrated proficiency with Microsoft Office (Excel, Word, Outlook) and the ability to learn new software systems.

Nice To Haves

College degree.
Previous related experience in a higher education environment.

Responsibilities

As department receptionist, answers department main phone extension and greets visitors, relays messages, provides directions, and answers questions to assist with each contact's specific needs.
Provides information to students in response to questions about department offerings and University resources. Makes appropriate referrals as needed.
Selects student workers and tutors. Trains student workers to perform assigned duties; monitors performance to ensure timely completion of assignments in a manner that meets department standards and submits approved timesheets for payroll processing.
Maintains a supply of office materials for use by department staff, monitors use, and orders replacement supplies to ensure availability of supplies as needed. Contacts vendors to obtain prices for needed materials and identifies lowest cost available or to resolve issues that may prevent prompt delivery.
Photocopies and prints materials as needed for departmental operations. Creates and submits requests for printing and copying services and works with provider(s) to coordinate pick-up or delivery of completed materials.
Uses Microsoft Office and other applications to produce letters, memos, and email messages, and completes and submits forms to facilitate and assist with Department correspondence and communication. Generates fliers and other print media to support department and faculty activities.
Monitors equipment and facilities to identify service and repair needs. Contacts Facilities Services or contracted service providers to order and arrange for prompt repair.
Picks up, sorts, and distributes department mail.
Establishes, updates, and maintains student and graduate records to monitor and facilitate student progress.
Assists staff with data reports. Establishes and maintains confidential student and departmental records to use as a resource for tracking, documenting, and reporting department activities.
Enters semester class schedules in the appropriate software system to assist with the compilation of the WU Course Schedule. Amends class schedules as directed. Maintains waitlists for courses and facilitates student enrollments.
Using the appropriate software system, creates, submits, and tracks purchase orders and payment requests to order equipment and supplies as directed or needed and initiate prompt payment for completed orders.
Maintains appropriate purchasing card and online account for routine purchases of items that do not require Purchase Requisitions. Completes routine allocation of purchases, attachment of receipts, and approvals of their transactions in a timely fashion.
Assists department chair with tracking and management of operating expenses budget, endowed funds, and scholarships. Monitors account balances and expenditures.
Notifies department chair of urgent correspondences to facilitate prompt communication in priority matters.
Assists with planning of departmental events and activities; works with external organizations as directed.
Attends departmental meetings and takes minutes if requested.
Communicates regularly with the Office Coordinator and attends staff meetings. Under the direction of the Office Coordinator, participates in professional development, trainings, and process improvement initiatives in collaboration with other College of Arts & Sciences staff.
Performs additional job-related duties as assigned or as appropriate.