Administrative Specialist, Office of Student Affairs
Job Description:
Position Supports the Associate VP for Student Affairs/Enrollment Management and the Director of Retention and Persistence
Minimum Qualifications: High School diploma or GED equivalency and two years of office experience or two years of post-secondary education.
Preferred Qualifications:
- Bachelor’s Degree
- Exceptional customer service skills
- Strong written and oral communication skills
- Highly proficient with Microsoft Office suite (Outlook, Word, Excel)
Appointment Date: Start date will be determined after acceptance of an offer and background check clearance.
Priority Deadline: June 7, 2023. Review of applications will begin after the deadline.
Salary: $15.06 per hour
Benefits: Competitive benefit package http://www.fhsu.edu/humanresourceoffice/Prospective-Employees/
Responsibilities Include the Following:
Office Management (60%)
- Provides direct administrative support to the Associate VP for Student Affairs/Enrollment Management and Director of Retention and Persistence.
- Prepares correspondence, agendas, and materials including administrative and reports for reproduction and distribution; maintains calendars, schedules and plans events and takes minutes at meetings. Responds to questions from other offices and the public.
- Responsible for monitoring deadlines associated with projects assigned to the Associate Vice President for Student Affairs/Enrollment Management and the Director of Retention and Persistence.
- Meets weekly with Executive Administrative Specialist to the Vice President for Student Affairs to review schedules and ongoing projects.
- Researches and evaluates special projects involving independently collecting and compiling information from a variety of sources, analyzing results and preparing final recommendations.
- Enters and manipulates data and information in word processing, spreadsheet, and database applications by creating word processing templates and form letters, macros, functions, tables, queries, and reports.
- Establishes and maintains a record and filing system and maintains procedural manuals.
- Participates in interviewing, selecting, supervising, and evaluating student employees. Assigns and oversees student employee projects.
- Work with student employees to send professor notifications when students are unable to attend classes. Communicate the notification process and request medical documentation, if needed.
Associate Vice President for Student Affairs/Enrollment Management & Director of Retention and Persistence
- Responsible for attending committee meetings, as assigned, with the Associate Vice President for Student Affairs/Enrollment Management. Accurate minutes are kept of each meeting for reference. Schedules follow-up and/or monthly meetings as needed.
- Responsible for Associate Vice President for Student Affairs/Enrollment Management event planning.
- Schedule facilities, invites, and activities.
- Assist in the preparation and research for presentations.
- Communicate with internal and external stakeholders.
- Data manipulation
- Request and maintain data for Enrollment Management.
- Maintain Enrollment Management Year Book.
- Assist in trend identification.
- Share data with appropriate stakeholders.
- Assist with development and offering of training opportunities.
- Assist in the production of presentations and outline for departmental training.
- Serve on Division of Student Affairs Assessment and Planning Committee and other appropriate committees.
- Assist with Student Communication
Budget and Fiscal Responsibilities (35%)
- Responsible for submitting appropriate travel authorization and coordinating travel arrangements for the Associate VP for Student Affairs/Enrollment Management and the Director of Retention and Persistence to attend meetings and conferences.
- Responsible for the reconciling of Business Procurement Card transactions in Workday for the Associate Vice President for Student Affairs/Enrollment Management and Director of Retention and Persistence.
- Responsible for completing purchases, according to established FHSU policies and procedures. Completes orders, purchase requisitions, bills and related forms to make payment for goods and services received for the Associate VP for Student Affairs/Enrollment Management and the Director of Retention and Persistence.
- Responsible for maintaining and reporting on the budgetary accounts for Enrollment Management and Retention and Persistence.
- Oversees the maintenance of an adequate level of office supplies, equipment, and property, which may also include ordering and purchasing.
Other Duties as Assigned (5%)
General office procedures and proficiencies in using the following computer skills: Microsoft products (i.e. Word, Excel, Access, Publisher), Adobe Photoshop, Workday (p-card reconciling and purchase orders), Outlook (email & calendar), Tiger Alert, IBM Cognos (Performance Management Software), Perceptive Content (student files), Tiger Central (web portal), CMS (website maintenance) and general database knowledge. In addition, faxing and photocopying skills are required.
Required Application Documents:
- Cover Letter
- Resume
- Contact Information for Three Professional References.
Applicant documents should be submitted in one PDF.
If you have questions regarding the position, please contact:
Name: Chris Gist
Email: crgist@fhsu.edu
Phone: 785-628-42
Community of Hays
FHSU is located in Hays, a vibrant college town of approximately 20,000, located halfway between Kansas City and Denver on Interstate 70. Hays is the regional center for education, health care, professional services, shopping, culture, and recreation for the western half of Kansas. The community boasts excellent recreational programs and facilities, including the comprehensive Center for Health Improvement, Hays Aquatic Park, Smoky Hill Country Club, Hays Municipal Golf Course, and extensive walking, running, and biking trails. Hays is within 45 minutes of two large lakes that offer great opportunities for boating, fishing, and camping. The Hays Municipal Airport provides connecting service to Denver with several flights daily. The Hays community is home to excellent Pre-K and K-12, public and private schools. With over 60 restaurants, major retail outlets, a low unemployment rate, and very short commute times, the city provides a safe, welcoming, low-cost, high-quality living environment for the residents who call "Hays, America" home.
Notice of Non-discrimination – Fort Hays State University is an Equal Opportunity Employer and does not discriminate on the basis of gender, race, religion, national origin, color, age, marital status, sexual orientation, genetic information, disability or veteran status.
Background Check: Final candidate will have consented to and successfully completed a criminal background check.
Notice to KPERS retirees applying for a position: Recent legislation changes working-after-retirement rules for both you and your employer if you go back to work for a KPERS employer. Please contact your KPERS representative or www.kpers.org for further information on how this might affect you.
