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Position Announcement

Secretary II, Data Specialist
Recruitment No.  10520513

Applications are being accepted by Washburn University Human Resources for a Secretary II, Data Specialist position at Washburn Institute of Technology (Washburn Tech).  This position reports to the TRAC 7 Program Manager, and the Associate Dean, Curriculum and Instruction.


Office Reception

As receptionist working on behalf of the Washburn Institute of Technology (Washburn Tech) TRAC-7 Program Manager, greet visitors, answer the telephone, respond to inquiries and requests, forward calls, direct guests and relay messages as appropriate to assist all who contact the Program Manager.

Data Collection & Information Sharing    

Work with Site Coordinators and other staff from TRAC-7 consortium colleges to collect and organize data for program reporting. Track the reports from the institutions and follow up as needed to ensure that all necessary reports are received, logged and collated according to the published schedule.  Maintain a database to track all program participants according to the criteria established by the grant, the Program Manager and the advisory board, and to serve as a resource for reporting.  Run queries to pull data from the data base as needed/directed.

Information Management    

Update and maintain TRAC-7 reference notebooks in assistance to the Program Manager to replace outdated information and/or incorporate new information.

Research files and records to locate and compile information and data for inclusion in reports completed by Program Manager & staff.

TRAC-7 General Assistance.       

Set up meetings with the site coordinators, other staff from TRAC-7 consortium colleges and advisory board members as needed to assist the Program Manager.

Initiate, submit and track purchase requisitions, ensuring that appropriate signatures are captured and that requisitions are routed in a timely manner.

Create and revise TRAC-7 forms as necessary to reflect changes in informational needs.

Work closely with the Program Manager to review and update documents and reports with a view to accuracy and completeness.  Proof, correct, adjust and produce the final version.

Complete and submit forms on behalf of the Program Manager to request approval for travel.  Order tickets, reserve motel accommodations, and make other travel arrangements as needed.

General Assistance     

Order and maintain an inventory of office supplies.

Working from samples provided by the TRAC-7 Program Manager, generate letters as directed.

Perform other duties as assigned to assist the Program Manager and other TRAC-7 program staff as needed.


REQUIRED:  High school diploma or GED equivalent.   2 years of clerical support experience, or successful completion of a course of study in office support/management at the post-secondary level and 1 year of experience in clerical support work.  Experience working with data bases that includes entering and retrieving data and running queries.  Ability to multi-task and deal professionally with a wide variety of demographically diverse individuals.   

PREFERRED:  Work experience in a secondary or post-secondary environment.


Submit a completed Washburn University Employment Application 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 28, 2013, and continue until a suitably qualified candidate has been identified.  Entry rate is $11.39 per hour.  Excellent fringe benefits package.