Position Title: Administrative Specialist

Department: Ctr Student Success and Retention

Advertised Pay: Base pay is $15.02/hour with the potential for a higher rate commensurate with experience and internal equity

Campus Location: Washburn University

Application Deadline:  Application review will begin as applications are received and will continue until the position is filled. Applicants can be assured of full consideration if submitted by: February 26, 2025.

Special Instructions to Applicants: 

Position Summary: Washburn University is a student-centered public institution with a diverse population. Washburn is a 2024 best college to work for, according to the Great Colleges to Work For® program. Located in the heart of Topeka, we are proud to be a cornerstone of the community. Our mission is to provide opportunities for our students to realize their full potential; we can’t do it without our dedicated faculty and staff. Join us at Washburn, and you will be part of a long tradition of excellence.

Washburn employs more than one thousand faculty and staff on our campuses throughout Topeka. We strive to offer competitive wages, an excellent benefits program, a supportive culture and a healthy work/life balance. Washburn seeks to create an environment that reflects our core values for creating positive IMPACT: inclusion, modernization, partnership, achievement, community and transformation.

The Administrative Specialist provides critical support for Washburn's student success initiatives. This position is the initial point of contact for students, staff, faculty, and community members seeking assistance from units within the Center for Student Success and Retention and Strategic Enrollment Management, with a focus on federal TRIO Programs, New Student Orientation, and the Associate Dean of Student Success. The Administrative Specialist provides prompt and exemplary customer service and critical support in student records management, data entry, and general administrative support.

Essential Functions:
Provides high-level customer service on the telephone and in-person for students, faculty, staff, and community members seeking services or information about Washburn's Student Success or Transition services.

Assists staff with student records management, including organizing student files, auditing files for missing documentation, and entering data into program databases.

Assists staff with regular processing of financial transactions and keeping records of payments submitted.

Assists TRIO staff with copying, scanning, organizing, and filing receipts to comply with federal and program-specific regulations regarding the documentation of grant expenditures.

Assists TRIO staff with budget management by reconciling receipts and assisting the Program Director with keeping an updated budget ledger.

Assists staff with coordinating and booking travel for professional development. Assists TRIO staff with coordinating and booking travel for educational/cultural/career field trips for TRIO participants and staff.

Assists staff with event planning, including reserving rooms/spaces, ordering food, and ensuring the site is adequately prepared and equipped (technology, seating arrangements, etc.)

Provides support to the CSSR/Academic Advising welcome desk, scheduling and checking in students efficiently and effectively according to unit policies and processes.

Manages the Associate Dean of Student Success and Retention's calendar and provides general administrative support.

Plays a coordinating role in New Student Orientation and other special Advising initiatives that the Center for Student Success engages in (i.e., Return to WU, Advance Registration, Walk-In Enrollment days)

Performs general administrative support tasks such as making copies, creating paper and electronic filing systems, creating meeting agendas, and taking meeting notes as requested.

Performs other job-related duties as assigned or as appropriate.

The location or tasks between Washburn University and Washburn Institute of Technology will be flexible and determined by location needs.

Performs other job-related duties as assigned or as appropriate.

The location or tasks between Washburn University and Washburn Institute of Technology will be flexible and determined by location needs.

Required Qualifications:
• High School diploma, GED, or equivalent.
• One year of full-time equivalent work experience or education, or a combination of experience and relevant education that equals one year of full-time experience.
• Proven interpersonal skills with the ability to interact effectively with the public and coworkers.
• Proven ability to work with students, faculty, and staff from all backgrounds in support of a welcoming environment.
• Effective organizational, communication, and Microsoft Office skills, including Excel.
• Attention to detail and the ability to maintain accurate and effective documentation.
• Ability to manage multiple projects simultaneously with high attention to detail.

Preferred Qualifications:
• Two years of experience providing administrative support or completion of a course of study at the postsecondary level.
• Bachelor's Degree.
• Work experience in the higher education setting.
• Experience with Ellucian Banner or other student information systems.
• Experience with data entry, budgets, or processing financial transactions.
• Bilingual capability (Spanish)

Hourly, Full time, Mon-Fri, 8am-5pm   
Background Check Required