Administrative Specialist - Wichita State University Careers

Are you someone who thrives on staying one step ahead, keeping things organized, and ensuring nothing slips through the cracks? Do you love multitasking, tackling tech challenges, and supporting a dynamic team? If so, we’re looking for YOU to join...

Department: Center for Management Development

Campus Location: Wichita, KS - WSU Main Campus

Hire Type: Full Time

Pay: Range beginning $17.73/hr, adjusted based on qualifications

Work Schedule: General business hours Mon-Fri, some evenings related to specific certificate programs

Export Compliance Requirement: No export control requirement.

Job Story

Are you someone who thrives on staying one step ahead, keeping things organized, and ensuring nothing slips through the cracks? Do you love multitasking, tackling tech challenges, and supporting a dynamic team? If so, we’re looking for YOU to join us!

This isn’t your average desk job. In this role, you’ll be the go-to person for keeping everything running smoothly. You’ll coordinate printing and class materials, manage inventory and tools for instructors, and ensure everything is set and ready to go in advance. Timing, organization, and tech-savviness are your superpowers, as you’ll also handle combining and polishing documents to look professional, updating them as needed, and keeping schedules tight and on track.

Your role goes beyond logistics—you’ll also dive into invoicing, customer communication, and tracking billing factors like headcounts and company details. You’ll assist with financial reporting, sales tracking, and keeping up with staff changes to ensure everything runs like clockwork. Our instructors hit the road for trainings, & you’ll already have ensured all their tools, equipment, and software were prepared or updated for them. When tech hiccups pop up during classes, you’ll jump in with a can-do attitude to troubleshoot and save the day.

The ideal candidate is a natural multitasker who thrives in a fast-paced, high-volume environment. You’re solution-focused, resourceful, and unafraid to dive into technology, teaching yourself what you need to know to stay ahead of the game. Professional communication is a must. You’re not just a team player—you’re the kind of person who’s ready to jump in wherever needed, helping the whole team thrive.

If you’re ready for a role that challenges you to think on your feet, juggle multiple priorities, and bring organization and tech-savvy solutions to the table, this is the opportunity for you. Join us and let’s keep things running smoothly together, apply and become the heartbeat of our team!

Job Summary

Performs a variety of professional and administrative duties that facilitate the operations of a function(s), program(s), and/or department(s).

Essential Functions

Supports the programs and services provided by the department(s) by performing varied or related processes which may include creating and maintaining databases and websites, monitoring, facilitating, and enforcing compliance with established criteria, guidelines and standards, etc. May coordinate, attend, prepare materials for and/or take minutes at meetings and special events. May prepare or assist in the preparation of budgets, grant applications, proposals, status reports and/or financial statements. May identify and pursue ways to improve the efficiency and effectiveness of administrative procedures used by students, faculty, visitors and staff. May order and maintain sufficient inventory of office supplies and equipment. May be assigned to lead, assist, coordinate or support special projects as needed.

Job Duties

Processing payment to instructors, paying and sending out invoices, confirming registration for workshops.

Required Education and Experience:

• High school diploma or equivalent
• Two (2) years of experience in general office, clerical, administrative support or related field

Required License/Certifications/Training:

None

Knowledge, Skills and Abilities:

• Strong proficiency in Microsoft Excel
• Familiar with reporting systems
• Strong organizational, operations and time management skills
• Superior communication skills
• Excellent customer service
• Excellent attention to detail

Physical Requirements:

Ability to remain in a stationary position. Ability to operate a computer and other office equipment including but not limited to phone, printers, copiers, and calculators. Ability to communicate with others and accurately exchange information.

Additional Physical Requirement: