Administrative Specialist - Wichita State University Careers

Are you a highly organized and motivated individual with a passion for supporting academic excellence? We are looking for an Administrative Specialist to become an integral part of our University Library team. In this role, you will support the De...

Department: Wichita State University Libraries

Campus Location: Wichita, KS - WSU Main Campus

Hire Type: Full Time

Pay: Range begins at $17.73 per hour and is commensurate with experience

Work Schedule: Monday - Friday, 8AM - 5PM, evenings and weekends as required.

Export Compliance Requirement: No export control requirement.

Job Story

University Libraries is seeking applications for an Administrative Specialist to become an integral part of our team. In this role, you will provide administrative support for the Dean's Office Suite, manage student worker recruitment and hiring, and perform a variety of administrative duties that keep our library running smoothly.

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

• Provide administrative and secretarial support for the Dean’s Office Suite. Issues Library keys and submits access requests for secured doors.
• Manage process for student worker recruitment, hiring, review, payroll, and termination. Provide supervision of Dean’s Office workers as needed/directed. Serve as back-up for staff and faculty recruitment, hiring, reviews, payroll, and termination processes. Maintain a working relationship with Human resources, payroll, Financial Aid, and Graduate School.
• Maintains the online staff directory.
• May create and maintain unit website.
• May take minutes at meetings.
• Prepare materials for the Dean, or other staff/faculty members, upon request.
• Assists in the preparation and operation of special events.
• Maintains, manages, and monitors library expenditures including budget analysis.
• Prepare and submit travel and reimbursement requests for faculty and staff. Maintains all travel expense records for the unit. Reconciles the General Travel budget
• Generates timely and accurate budget reports as assigned.
• Maintain data on unit activities and submit routine reports.
• Maintains all records associated with unit procurement functions.
• Process, receive, and reconcile orders for supplies and equipment in compliance with university/state regulations.
• Monitor office supplies inventory and restock as necessary.
• Other duties as assigned.

Required Education and Experience:

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

Knowledge, Skills and Abilities:

• Ability to calculate solutions to arithmetic problems involving addition, subtraction, multiplication, division, and percentages.
• Ability to multi-task, work well under pressure, ability to prioritize tasks as may arise, and demonstrate problem solving and decision-making skills.
• Must be able to maintain a high level of confidentiality.
• Demonstrated excellent oral and written communication skills in English; strong interpersonal skills
• Demonstrated experience working well independently and in teams with varied user communities
• Ability to operate office equipment (including, but not limited to, computers, photocopiers, and scanners)
• Working knowledge of Microsoft Office
• Excellent attention to detail; ability to maintain high level of quality
• Strong customer service orientation
• Ability to learn new skills, technology, and computer applications quickly
• Ability to adapt to new practice and theory
• Demonstrated skills in creation/maintenance of websites.

 

Additional Information:

Wichita State University will be closed from 5 p.m. on Friday, December 20, 2024, to 8 a.m. on Monday, January 6, 2025. Please be aware that review of applications will begin after January 6, 2025.

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.