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Position Announcement

Senior Administrative Assistant (School of Business)
Recruitment No. 2450814

Applications are being accepted for a Senior Administrative Assistant position in the Washburn University School of Business (SoBus).  The employee reports to an Administrative Specialist in the SoBus Office.

RESPONSIBILITIES

This position provides administrative support and assistance for faculty, adjuncts, students and administrators in the Washburn University School of Business.

Faculty/Adjunct, Administrator support

Schedule appointments for SoBus administrators and program directors to assist with planning and scheduling.  Establish, update and maintain files and/or database records for use by SoBus advisors, faculty and administrators to track and report undergraduate and graduate student progress, grades, declared majors and other relevant information needed to advise, assist and support SoBus education and student advisement.  Answer questions and provide information to new adjuncts to help them become oriented to Washburn University and the SoBus.  Set up mailboxes for adjuncts to facilitate mail and information distribution.  Type and copy class materials and correspondence for the Master of Accountancy (MAcc) program director as requested and assigned.  Provide assistance using D2L software to adjuncts and faculty developing on-line courses.  Work with professors to obtain lists of books to be used in coming semesters and enter book orders into the Banner system.  Work with Bookstore staff and/or professors as necessary to resolve any issues that arise with textbook orders.

Student communication

Maintain a supply of forms and handout information for students to ensure ready availability of materials needed to learn about and apply for a variety of academic opportunities within the SoBus.  Develop a schedule of faculty office hours, posting notice of each faculty member’s office hours to advise students of their availability.  Notify students of test results, scholarship awards and other important information via written correspondence.  Track the receipt of thank you letters from scholarship recipients and follow up with students as needed to ensure receipt of scholarships is acknowledged and donors are thanked.  Post notices of last minute classroom changes to direct students as needed.

Information assessment and communication

Review transcripts and assess completed courses for graduating and honors students to verify and confirm completed Registrar degree audits.  Work with faculty and Registrar office staff to address identified discrepancies.  Review applications for admission to the SoBus and for Minors in Business to verify that applications are complete.  Work with applicants to obtain missing information, and send letters of verification when applications have been approved. Initiate correspondence related to declaration of majors.  Using Banner and other software such as ARGOS, and working with the Associate Dean and faculty to obtain information needed, enter and proof class schedules to facilitate faculty and student planning and enrollment for future semesters.  Enter adjustments in schedules as needed to affect changes, and work with the campus scheduling office to provide information about changes and facilitate classroom assignments.

General support

Accept application fees, providing receipts, preparing and submitting deposits according to University policies and procedures.  Enter class overrides as directed to facilitate enrollment.  Working with other SoBus staff, participate in planning and coordinating events hosted by the school such as scholarship receptions and commencements.  Communicate procedures and practices, answer questions, provide recommendations and other assistance to the Washburn Chapter of Beta Gamma Sigma and other SoBus student organizations as assigned.  Amend documents and correspondence according to direction received from SoBus administrators.

Perform other duties as assigned.
QUALIFICATIONS

REQUIRED: High school diploma or GED.  2 years of experience providing administrative support, or completion of a course of study at the post-secondary level in office management/support and 1 year of experience providing administrative support, or college degree and work experience in an office environment.  Skilled keyboarding ability.  Above-average skills in computer use, mathematics and grammar.

PREFERRED: 4 years of progressively responsible office support work.  Experience using Microsoft Office - Word, Excel and Access.

APPLICATION PROCEDURES

Submit a completed Washburn University Employment Application to getajob@washburn.edu or to Washburn University Human Resources, 118 Morgan Hall, 1700 SW College, Topeka, Kansas  66621. RESUMES WILL NOT BE ACCEPTED. Review of applications will begin September 8, 2014, and continue until a suitably qualified candidate has been identified.  Entry rate is $11.39 per hour.  Excellent fringe benefits package.  Employment at Washburn University may be conditioned upon satisfactory completion of a background check.

TO ENRICH EDUCATION THROUGH DIVERSITY, WASHBURN UNIVERSITY IS AN EQUAL OPPORTUNITY EMPLOYER.  CANDIDATES FROM UNDER-REPRESENTED GROUPS ARE ENCOURAGED TO APPLY. 

8/22/14