"Office Coordinator (Two Positions)"

Job Details

Position Title: Office Coordinator (Two Positions)

Department: College of Arts & Sciences

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

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 October 8, 2025.

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 (OC) for the College of Arts and Sciences is responsible for performing and overseeing a range of administrative and planning functions, in addition to supporting fiscal responsibilities that require advanced, specialized knowledge and skills particular to the College of Arts and Sciences (CAS). Work requires in-depth knowledge of program policies, procedures, and information systems to communicate and process information, and to train or supervise others. The OC also serves as a central point of contact with CAS departments and external constituencies to resolve matters concerning the unit.

This position offers the opportunity to work a limited hybrid schedule of on-campus and remote (as long as the incumbent resides within the state of Kansas) after the initial training period and based on the needs of the department/university.

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:

• Provides supervision, training and administrative support of the office and other administrative staff to maximize employee performance and facilitate professional growth. Maintains a healthy and fair work environment by exercising teamwork and collaboration. Actively promotes a professional workplace culture of mutual respect and collegiality for all members of the institution and works with staff to make the office an enjoyable, pleasant place to visit and work.
• Assists chairs and/or deans in completion of administrative tasks. Assists with providing general administrative support to the unit (e.g. calendar management, receptionist tasks, meetings and event planning, and responding to general inquiries.)
• Assists deans, chairs, faculty, staff, and students; makes appropriate referrals.
• Facilitates the tracking of orders, payments, maintains records, and verifies with staff that goods and services received were accurate and matches invoices before processing for payment. Coordinates execution and payment of contracts with vendors as necessary.
• Oversees unit and/or travel budgets, ensuring proper allocation and compliance. Manages the accurate processing of travel requests and travel expense reports through Concur.
• Reviews procurement card statements to verify charges reflected are in agreement with invoices and works with faculty or staff to resolve discrepancies. Completes and submits procurement card allocations through Concur.
• Formulates or assists in the development of policies and procedures working closely with deans and/or chairs. Answers procedural questions and requests for information. Interprets existing policies and procedures relative to specific situations and provides directions accordingly.
• Supervises the work of support staff, as needed, to ensure deadlines are met and work is completed in a professional manner. Serves as backup for support staff as needed. Supports performance standards established by chairs and deans.
• Oversees hiring, supervision and record keeping of student workers in the unit, as needed. Manages the operation of the timekeeping system.
• Explores new processes and technologies that will deliver viable solutions to meet or exceed the University's expectations. Upgrades when new solutions prove to be productive and will add value to the organization.
• Assists with reports by collecting data, performing data entry and analysis.
• 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.
• Proven proficiency in Microsoft Excel, Outlook, and Word with the capacity to train others in key functions of essential software.
• Demonstrated attention to detail and ability to accomplish work despite interruptions
• Demonstrated effective interpersonal, communication and customer service skills.
• Proven ability to manage multiple projects, effectively organize tasks and establish planning processes and priorities.
• Possess a willingness to undertake new projects, with the ability to work with minimal supervision, and be a team player.
• Proven ability to maintain confidentiality.
• Ability to adapt to changes in the working environment and learn new skills.

Preferred Qualifications:

• College degree.
• At least one year of administrative support experience.
• Previous experience in a higher education work environment.
• Supervisory and training experience.

Hourly, Full-time, Mon-Fri, 8am-5pm

Washburn University is committed to providing an environment for individuals to pursue educational and employment opportunities free from discrimination and/or harassment. The University prohibits discrimination on the basis of race, color, religion, age, national origin, ancestry, disability, sex, sexual orientation, gender identity, genetic information, veteran status, or marital or parental status.

Washburn University is committed to providing reasonable accommodations to applicants for employment. If you are an applicant who needs a reasonable accommodation to participate in the application or interview process, please email benefits@washburn.edu or call 785-670-1538 at least five (5) business days in advance of the date you need the requested accommodation.