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Position Announcement

Administrative Specialist
Recruitment No. K370814

Human Resources at Washburn University is accepting applications for an Administrative Specialist position at Washburn Institute of Technology (Washburn Tech).  The employee reports to the Associate Dean of Instruction and the Assistant Dean of Administration. The incumbent of this position serves as liaison between Washburn Tech administrators, students and Washburn University to provide the following assistance and support.


Administrative Support for Human Resource functions

Establish and maintain effective internal policies and processes to manage all human capital at Washburn Tech with the input and oversight of the Assistant Dean of Administration.  Work closely with Washburn University Human Resources, VPAA, Financial Aid, and Payroll departments to ensure that all documentation related to the hire, termination, and all other personnel actions for all Washburn Tech employees including faculty, adjunct instructors, substitute instructors, administrative, classified, temporary, and student employees is completed and forwarded in an effective and timely manner.  Establish and maintain a database of all open positions outlining the process for the recruitment and hire of staff as a step-by-step procedure to facilitate organization of and communication during the recruitment process.   Monitor the receipt of all paper time sheets to be sure they are completed, approved, and submitted to Payroll staff for timely payment.  Follow up with employees and supervisors as necessary to ensure completion.  Review time sheets for accuracy prior to approval by reconciling with staff leave requests.  Prepare documentation to support new and renewed faculty appointments and facilitate issuance of contracts for all faculty positions including permanent technical instructors and adjunct staff.  Create, update and maintain a database to document and track the completion of required documentation and issuance of Washburn University and Washburn Tech property, e.g., keys, computer equipment, cell phones, parking tags, and other employment related property, to Washburn Tech employees.

Administrative Support for the Curriculum and Instruction Division at Washburn Tech

Evaluate existing internal policies and procedures to identify opportunities for improvement in efficiency and effectiveness, incorporating the needs of division administrators, technical instructors, other administrative staff, the VPAA’s office, and Human Resources; recommend changes accordingly in the interest of continual improvement.  Maintain a course database confirming instructor appointments, accounting for all faculty leave requests, scheduling substitutes, and ensuring contracts for canceled courses are terminated to ensure all scheduled courses have adequate instructor coverage.  Meet with Asst. Dean of Instruction, Asst. Dean of Administration, and program staff annually to identify and accurately assign program costs.  Create and maintain a program cost database for use in disseminating program cost information to Student Services staff for entry into Banner, to Marketing and Recruiting staff for publication on Washburn Tech website and in printed program materials that are readily available to students and staff.  Create, update, and maintain program-related documentation including course syllabi, graduation plans, text book lists, cost sheets, and other general program information for publication on the website and in print to provide the most up-to-date and accurate information to students, faculty, and staff.

Periodically review the Instructor Handbook with the Asst. Dean of Instruction to identify, recommend, and execute necessary changes that are reflective of current policies, procedures and practices at Washburn Tech. Amend, proof, finalize, and publish an updated handbook for distribution to instructors.  Inform technical instructors of deadlines for completion of required documentation and track the receipt of information following up as necessary to ensure that processes are completed accurately and in a timely manner.  Work with technical instructors and other staff to facilitate completion of all required instructional forms as outlined in the instructor handbook including lesson plans, business and industry visitation documentation, travel requests and reimbursements, leave requests, etc., as needed to document educational programs and activities; support payroll, time and leave calculations; request expense reimbursement and complete other instructional and employment-related activities.  Research files and records to compile information and data for inclusion in reports being completed by Curriculum and Instruction and Business Office staff.  Periodically update a substitute instructor contact information list to facilitate timely contact of appropriate individuals when substitute instructors are needed.  Effectively communicate with technical instructors and University Bookstore staff to facilitate text book adoption and maintenance of updated text book lists for all programs.  Create and revise forms used in the Curriculum and Instruction division as necessary to reflect changes in informational and documentation requirements.

Office Management and Reception

Establish and maintain files for documentation and reference by Curriculum and Instruction staff including lesson plans, keys, syllabi, graduation plans, and other related information used in program assessment, planning and reporting activities.  Update and maintain calendars for the Assoc. Dean of Instruction and the Asst. Dean of Instruction scheduling all meetings and activities and ensuring proper notification of all attendees.  Update and maintain reference notebooks and electronic files for meetings, conferences, and projects for the Asst. Dean of Instruction.  As receptionist for the Dean’s Office, greet visitors and answer telephone responding promptly to all inquiries and requests by forwarding calls, directing guests, and relaying messages as appropriate to assist students, faculty, staff, and administrative personnel.  Order and maintain office supply inventory for Dean’s Office, Curriculum and Instruction division, and Business Office.  Serve as back-up switchboard operator for Washburn Tech as assigned.

Financial Administrative Assistance for the Curriculum and Instruction Division at Washburn Tech

Monitor balances in the division budget for Curriculum and Instruction to verify accuracy of data and identify issues of concern.  Notify the Asst. Dean and Assoc. Dean of Instruction of any concerns such as potential budget shortfalls.

Document and code monthly purchase card expenditures for Associate Dean of Instruction, and obtaining proper approvals to facilitate processing for payment.  Initiate all purchase and payment requests for Division to ensure that supplies and materials are ordered as needed and that associated payments are approved and processed in a timely manner.  Assist technical instructors and other staff with purchases as needed.

Perform other duties as assigned.


REQUIRED: High School diploma or GED.  3 years of experience providing administrative support, or completion of a course of study at the post-secondary level in Office Management/Support and 2 years of experience providing administrative support, or bachelor’s degree and 12 months of experience providing administrative support.  Experience providing administrative support in a complex office environment.  Proven ability to handle multiple tasks with minimal supervision and to deal professionally with a wide variety of demographically diverse individuals.

PREFERRED: Associate's degree.  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, 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 interviews are scheduled.  Entry rate is $12.98 per hour.  Excellent fringe benefits package.  Employment at Washburn University may be conditioned upon satisfactory completion of a background check.