Applications are being accepted for a half-time Secretary II position in Social Work. This position reports to the Chair of the Social Work Department. Work schedule will be discussed at time of hire. Employment at Washburn University may be conditioned upon satisfactory completion of a background check.
As department receptionist, answer the telephone and greet visitors, screening calls as appropriate, answering routine requests, taking and relaying messages, transferring calls or referring visitors as appropriate according to the caller's/visitor's concern. Serve as back-up to the full-time Secretary II, the lead secretary, to ensure continuous office coverage when that individual is absent or during periods of heavy workload and office traffic. Serve as liaison between faculty, students, and department chair, relaying information and materials to facilitate communication between individuals. Monitor office equipment and supplies, ordering repairs and replacements as needed to ensure availability as needed. Schedule meetings, invite participants, reserve meeting space, make copies, assemble agendas, order food and drink, and perform other routine tasks to facilitate and coordinate department meetings.
Work with the Master of Social Work (MSW) Admissions Committee to assemble and mail application packets, bulletins and admissions-related correspondence to prospective graduate students according to their degrees and educational backgrounds. Enter requisite application and admission data into appropriate forms/tables within SCT Banner, coordinating with staff in the University's Office of Admissions and the Office of the Registrar to make sure data entry is completed in a timely and accurate manner. Work with the Admissions Committee to process MSW student applications and prepare them for review by faculty members. Coordinate the review of student applications with faculty members, and gather rating/evaluation information used by the Admission Committee to make admission decisions. Produce form letters, update existing forms, fliers, course syllabi, exams, handouts and other materials to assist faculty and department staff as requested. Copy and distribute/return materials as appropriate. Establish and maintain databases for use in tracking MSW and Bachelor of Social Work (BSW) applications and applicants, responding to inquiries; as a basis for reporting and analysis; to assist the Department Chair, the Director of the MSW Program, the Director of the BSW Program, and the Director of the Practicum Program. Review BSW and MSW applications to verify they are complete and contain the required information. Contact individuals to request missing information or respond to inquiries to assist them. Work with the University Admissions Office to secure transcripts for Washburn University graduates applying for admission to the MSW Program. Track the status of Practicum applications; field agency contracts, evaluation forms, student progress reports and other information with pending deadlines, and notify responsible individuals/groups of approaching deadlines or other issues and concerns that may develop.
Initiate and/or maintain student records so they are readily accessible, accurate, complete and up-to-date for faculty reference. Update and maintain an accurate, complete and current alumni list for use in mailings and communication with department alumni. Collect information and complete forms to provide assistance with surveys, evaluation activities and reports. Complete and submit payment vouchers, travel request/expense forms, and other budgetary forms in a timely and accurate manner.
Assist faculty in creating and posting course content and quizzes/tests within the online Learning Management System and/or My Washburn Course Tools. Post targeted email announcements as directed to facilitate department announcements to Social Work students. Enter student information into the SCT Banner system to update and modify student records. Enter course information into the SCT Banner system to assist in building course schedules each semester. Work with Institutional Research to develop Crystal Live and/or Argos reports generated from SCT Banner data for department use. Download SCT Banner data into spreadsheets to facilitate advisor assignment, graduate and undergraduate statistical analyses, and other workflow processes.
Perform other duties as assigned.
REQUIRED: High school diploma or GED equivalent and two years of administrative support experience, or completion of a course of study in office support/management at the post-secondary level and 1 year of relevant experience. Proficiency in word processing and spreadsheet software. Proven ability to work independently, proficiency in multi-tasking, and congenial personality.
PREFERRED: Knowledge and/or skills in data entry processes. Proficiency using Microsoft Office Suite. Work experience in an educational environment.
Submit a completed Washburn University Employment Application (available at www.washburn.edu/faculty-staff/human-resources/forms) to getajob@washburn.edu or to Washburn University Human Resources, 263 Morgan Hall, 1700 SW College, Topeka, Kansas 66621. RESUMES WILL NOT BE ACCEPTED. Review of applications will begin May 13, 2013, and continue until a suitably qualified candidate has been identified. Entry rate is $11.39 per hour. Excellent fringe benefits package.
TO ENRICH EDUCATION THROUGH DIVERSITY, WASHBURN UNIVERSITY IS AN EQUAL OPPORTUNITY EMPLOYER. CANDIDATES FROM UNDER-REPRESENTED GROUPS ARE ENCOURAGED TO APPLY.
5/3/13