"Office Coordinator"

Job Details

Position Title: Office Coordinator

Department: WIT-Enrollment Management

Advertised Pay: Base $18.36/hour with potential for a higher entry rate commensurate with experience

Campus Location: Washburn Tech

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 January 5, 2026.

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

Position Summary: The Office Coordinator is responsible for providing elevated administrative support and coordination for multiple Strategic Enrollment Management (SEM) offices and the Center for Student Success and Retention (CSSR) on the Washburn Tech Campus. This position requires a high level of service, effective communication skills, the ability to exercise good judgment in a variety of situations, and exceptional organizational and administrative skills. The Office Coordinator is responsible for streamlining office procedures to support the holistic student lifecycle of undergraduate students. The Office Coordinator serves as a liaison among various SEM offices, SEM/CSSR Directors, and other staff, along with academic and administrative departments, and Facilities Services. The assigned location or tasks between Washburn University and Washburn University Institute of Technology will be flexible and determined by location needs.

About Washburn University: 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.

Essential Functions: The Office Coordinator provides the following essential functions for Recruiting and Admissions, Advising, Testing, University Registrar, Financial Aid, and provides administrative support for the Assistant Vice President for Strategic Enrollment Management:

• Contributes to a working environment that is team-oriented, anticipatory, supportive, and collaborative
• Establishes and maintains a professional, welcoming environment and displays the proper decorum for the office in speech, demeanor, manners, and professional attire. Demonstrates the ability to establish and maintain cooperative relationships with those contacted in the course of work.
• Provides reception and administrative assistance for all administrative areas under Tech SEM/CSSR and responds to all visitors, requests, and inquiries, or refers individuals to other staff or departments as appropriate.
• Schedule and check in students seeking academic advising services or testing services liaising with other Washburn testing locations as needed and according to unit policies and processes.
• Monitor, reconcile payments, and assist with fiscal administration. Areas of responsibility include travel and purchasing.
• Provides reception and administrative assistance for the office and responds to all visitors, requests, and inquiries, or refer individuals to other staff or departments as appropriate, both in person and via phone.
• Schedule and check in students seeking academic advising services according to unit policies and processes.
• Responsible for handling and/or overseeing the completion of all clerical and administrative support activities. Provide accurate, current, and relevant information about department initiatives and programs.
• Deliver high-level administrative support for the scheduling of appointments and maintain electronic calendars to facilitate scheduling.
• Serve as the liaison with the Associate/Assistant Directors and other staff to facilitate and schedule meetings and discussions as requested.
• Contribute to process development to impact the efficiency of the workflow (e.g., create flow charts and databases).
• Maintain Academic Advising and other records according to the Unit Record Retention policies.
• Onboard, train, and supervise student employees.
• Coordinate meetings as needed, contribute to planning, scheduling, and leading.
• Organize and schedule meeting space, catering, notify participants, prepare meeting materials, take meeting notes, and provide follow-up information.
• Coordinate campus advisory meetings connected to the holistic student lifecycle of undergraduate students. This includes collaboration with the Tech Campus Student Life Office and assisting the associate/assistant directors with planning the agenda, creating minutes, and co-facilitating meetings.
• Organize and assist department team members and other department representatives to facilitate the successful recruitment and onboarding of undergraduate students.
• Plays a coordinating role in Washburn Tech Signing Day, New Student Orientation, campus open houses, and special advising events.
• Plays a coordinating role while assisting the Campus Visit & Event Coordinator.
• Works closely with other staff to help coordinate and execute daily personalized visits, group visits, and other visitation events.
• Identifies and reserves facilities and makes other arrangements to ensure sufficient space is available to accommodate all participants and that the site is adequately prepared and equipped (e.g., technology, menu planning, seating arrangements).
• Perform additional job-related duties as assigned or as appropriate.

Required Qualifications:

• Bachelor’s Degree or a combination of post-secondary education and additional administrative support experience equivalent to a degree.
• Demonstrated effective customer service, analytical, and organizational skills.
• Proven ability to work effectively with students, parents, faculty, staff, and visitors from all backgrounds to support a welcoming environment.
• Demonstrated effective organization, time and event management, and collaboration skills.

Preferred Qualifications:

• At least 6 months of employment expertise comparable to the position.
• Experience with ERP, CRM, and advising software in an educational environment i.e. Banner, Slate, and Navigate360.

Hourly, Full-time, Mon-Fri, 7:30am - 4:30pm
Background Check Required