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Position Announcement

Senior Administrative Assistant
School Of Applied Studies
Recruitment No. 3271015

Applications are being accepted for a Senior Administrative Assistant position in the School of Applied Studies (SAS).  The employee reports to the Assistant to the Dean of SAS.  This position provides administrative support for the Dean's Office as well as four SAS departments.  The incumbent is expected to work cooperatively with other staff, students, faculty and the public.


Greet, assist and direct student and public walk-in traffic.  Answer incoming telephone calls, direct calls, take and relay messages as appropriate to facilitate communication among departmental faculty, students, and the public, seeking guidance as needed to provide accurate information, route calls and messages appropriately.

Schedule use of the Dean's Office conference room, FATS room, BE212 computer lab and BE401 Conference room with input from the Assistant to the Dean.   Monitor room appearance, make sure equipment is in working order, and if not, initiate repair or maintenance as needed to ensure that all is in usable, working order.

Maintain and update the SAS webpages/program materials to provide timely, accurate information to current and prospective students and others with an interest in SAS.

Relay information of interest such as weather conditions and alerts, safety issues, position announcements, etc., to SAS faculty and staff.

Format, create, type, copy and distribute letters, handouts, manuals, surveys, newsletter articles as requested by the Dean, Associate Dean and/or Assistant to the Dean.

Incorporate updates and revisions into the Adjunct Manual as directed to keep information accurate and up to date.  Update and maintain office files, ensuring confidentiality of sensitive information.  Collect, stamp, and distribute department mail and faxed documents.  Compile, scan/index, copy and distribute SAS course evaluation/comment packets at the end of each semester to facilitate course and instructor review and evaluation. Scan Dean's Office records; update and maintain an index of scanned data for future reference.

Assist Special Programs faculty with ordering course books and supplies for courses as needed.

Check out and/or log use of office equipment, monitoring use and condition and initiating repair or maintenance as needed.  Maintain office supply inventory, ordering additional supplies as needed with Budget approval from the Assistant to the Dean and using University processes as appropriate.

Assist the Assistant to the Dean with preparation and coordination of certificate/awards ceremonies and commencement to ensure event success:  

  • Produce/provide labels for invitations and ceremony instructions;
  • Review and proof event programs to ensure completeness and accuracy;
  • Send time-sensitive reminders to faculty;
  • Request/maintain program advisory board list for invitations;
  • Attend planned events to help students line up for processions and provide general on-site assistance and coordination as needed;
  • Provide general assistance as directed in response to changing needs and contingencies.

Generate and review the Dean's honor roll report, and produce honor roll certificates for the Dean's signature.

Collect School of Applied Studies scholarship applications, sort and check for completeness, and forward complete applications to the Scholarship Committee for review.

Respond to inquiries and requests, and assist students in the completion of forms and applications for schedule changes, petitions for grade changes, etc.

Provide backup assistance for other SAS departments during Administrative Assistant's unavailability.  Assist the Administrative Specialist with projects as needed.  Perform other duties as assigned.


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.  Good problem solving skills, excellent organizational and communicational skills, ability to maintain confidentiality.  Skilled keyboarding ability.  Proficiency using word processing and spreadsheet software and in multi-tasking.  Proven ability to work independently or as part of a team, and congenial personality.

PREFERRED: Work experience in an education environment; proficiency in Microsoft Office, Excel and various software applications.


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 November 9, 2015, and continue until interviews are scheduled.  Entry rate is $11.39 per hour.  Excellent fringe benefits package.  Employment at Washburn University will be conditioned upon satisfactory completion of a background check.