Position Title: Office and Event Coordinator

Department: President's Office

Advertised Pay: $23.50/hr

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: May 14, 2025.

Special Instructions to Applicants: The interview process may require completing a skills assessment to determine the candidate’s proficiency in the software and skills needed to perform the position's essential functions. If additional testing is required, the information will be provided to selected candidates during the interview process.

Position Summary: Washburn University is a teaching-focused, student-centered, public institution located in the metropolitan setting of Topeka that has earned national recognition for its high-impact programs for first-generation students. Washburn has a student body of over 5,500 undergraduate, graduate, and law students, a significant and growing number of whom are first-generation and Pell-Grant eligible. The University has created educational pathways for all students to be successful and achieve their educational goals.

Washburn is dedicated to recruiting and retaining a dynamic faculty, staff, and student body and cultivating a robust learning and working environment and curriculum. We employ more than one thousand faculty and staff on our campuses throughout Topeka and strive to offer competitive wages, an excellent benefits program, and 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. In 2024, Washburn was recognized as one of the best colleges in the nation to work for, according to Great Colleges to Work For® program.

The Office and Event Coordinator for the President’s Office reports to and is supervised by the Senior Executive Assistant to the President. The Coordinator will carry out responsibilities as outlined below. The normal work hours for the Coordinator will be Monday through Friday from 8:00 a.m. to 5:00 p.m. Occasionally, the Coordinator will need to have a flexible work schedule to staff special events including but not limited to events at the President’s residence. These events may occur early in the morning, in the evening, or on the weekends.

Essential Functions:
Office Administrative Support
The Coordinator is primarily responsible for providing administrative support to the Senior Executive Assistant to the President and the Director of Equal Opportunity.
• This role is an extension of the Office of the President and Board of Regents and must display the highest level of professionalism and confidentiality with the ability to demonstrate tact, calm, diplomacy and problem-solving skills with a customer service mindset.
• Contribute to a working environment that is team-oriented, anticipatory, supportive, and collaborative.
• Demonstrate ability to establish and maintain cooperative relationships with those contacted in the course of work and respond to sensitive matters and/or situations with discretion, tact, and confidentiality.
• Assist with the daily operations of the Office of the President and the President’s Residence (Ross House) in collaboration with the Senior Executive Assistant.
• Process work orders for the President’s Office and Presidential residence.
• Maintain high profile decorum in the office in speech, demeanor, manners and professional attire.
• Manage the Director of Equal Opportunity’s calendar coordinating with internal and external partners including, but not limited to scheduling or rescheduling meetings/trainings, conference meeings, and on-site visits.
• Order supplies in accordance with University policies and procedures for the Director of Equal Opportunity.
• Responsible for all business expense-related tasks for the Director of Equal Opportunity and some expenses for the Office of the President, including processing permissible transactions using the University issued credit card following established University policies and procedures.
• Process payment vouchers for the President’s Office and Director of Equal Opportunity using the University software in a timely manner as directed.
• Arrange travel (flights, hotels, car services, registration, etc.) as requested. Submit travel documentation (receipts, meeting itineraries) for processing for the Director of Equal Opportunity.
• Assists in monitoring Director of Equal Opportunity’s budget.
• Maintain filing systems including confidential files for the President’s Office and Equal Opportunity Office.
• Prepare professional and accurate correspondence as needed.
• May field complaints brought to the Office of the President and the Director of Equal Opportunity. Answer questions and/or refer callers to appropriate individuals based on University policies and procedures.
• Provide front office coverage including answering the phone and greeting guests.
• Contribute to the overall success of the University by performing additional job-related duties and responsibilities as assigned or as appropriate.

Commencement
The Coordinator will attend all University fall and spring commencement ceremonies including the Washburn Tech and Washburn Law ceremonies and is responsible for executing the following details associated with the ceremonies:
• Serve as the primary facilitator on Commencement Day to direct final preparations, resolve problems that may arise and ensure Commencement runs smoothly and reflects favorably upon Washburn.
• Schedule meetings, and work with the Commencement Committee to establish and assign duties for commencement preparations.
• Draft and distribute correspondence to provide information and instructions to candidates for graduation, University Administration, Board of Regents members, faculty, student and staff volunteers and others who may be involved in commencement activities.
• Work within the commencement budget to order and purchase supplies and arrange servicesrequired for commencement.
• Work with University departments such as the Ichabod Shop (to facilitate order and distribution of graduation regalia and apparel), academic units (to distribute name cards and honor cords for the ceremony), facilities services (to ensure appropriate and timely set-up of stage and chairs), and others as necessary to facilitate their commencement preparations.
• Compile information and collaborate to ensure the development of the commencement program and work with the printer to ensure timely delivery.
• Monitor quanities and order as needed diploma covers for Washburn and Washburn Tech.
• Process expenditure related to commencement activities.
• Support other related commencement events such as the Sibberson Committee and plan the Sibberson finalists’ reception.
• Work with the Senior Executive Assistant to the President to develop the Commencement script promptly and produce the final podium book for the ceremonies.

Presidential Events
The Coordinator is to provide event administrative support for special events from conception to clean-up for the President’s Office and the President’s residence. The essential duties and responsibilities include the following:
• Work with the Senior Executive Assistant to the President to determine the budget for each event.
• Attend events when required to direct final preparations, resolve problems that may arise and ensure that the events run smoothly.
• Assist withplanning meetings to establish timelines and deadlines for all aspects of the events.
• Identify and reserve appropriate spaces and/or rooms either on the Washburn campuses, at the President’s residence, or within the community.
• Coordinate appropriate room setup and technology needs and inspect rooms for accuracy before events begin.
• Plan and order catering as needed.
• Manage invitation guest lists, mail or email invitations, and collect RSVPs.
• Serve as liaison with vendors on event-related matters.
• Assist with the printing of menu cards, seating charts, and place cards.

Required Qualifications:
• A Bachelor’s Degree from an accredited institution and two years of relevant office administrative experience, or six years of relevant office experience, in lieu of a bachelor’s degree.
• Proven effective time management, organization, and customer service skills with demonstrated attention to detail.
• Demonstrated effective interpersonal and verbal and written communication skills.
• Demonstrated proficiency in typical office technology and software programs. (e.g. Excel, Word, PowerPoint, Outlook, Adobe, Zoom, Teams etc.).
• Ability to maintain confidentiality and work independently.

Preferred Qualifications:
• Event planning or scheduling experience in an educational setting.
• Worked in a higher education environment.

Hourly, Full-time 
Background Check Required