FHSU

The Administrative Specialist position provides high-level office and administrative duties support for the Office of Administration and Finance and the University Farm. Responsible for a wide range of administrative duties including customer service inquiries; handling information requests; scheduling of meetings; making travel arrangements; maintaining calendars and schedules; assisting student organizations and the University Farm. The position will also assist the Purchasing Office with the review and preparation of contracts. Duties include providing administrative support while maintaining strict confidentiality when working with sensitive information. This position serves as a liaison for the office with other executive offices, colleges, and departments. A successful candidate must have the ability to work independently, be highly detailed, and organized.br / br / strongMinimum Qualifications:nbsp;/strongHigh school diploma or GED equivalency with at least three years of experience in an office or administrative support position.br / br / strongPreferred Qualifications:/strong ul liBachelorrsquo;s degree/li liThree plus years of office experience/li liHighly proficient with Microsoft Office as evidenced by application materials/li liExperience working in a university setting/li liExcellent written skills/li liExperience in the area of purchasing/li liSupervisory experience/li /ul br / strongAppointment Date:nbsp;/strongnbsp;The start date will be determined after acceptance of an offer and successful completion of a background check.br / br / strongApplication Deadline:/strongnbsp;Screening of applications will begin August 6, 2024 and continue until the position is filled.br / br / strongSalary:/strongnbsp;$15.54 per hourbr / br / strongPerks:nbsp;/strong ul liWeekends OFF/li liSet schedule Monday through Friday/li liKBOR 403B retirement plan/li liInsurance includes medical, dental, vision and prescription - day one coverage/li liAccrues 6.77 hours vacation and 3.7 hours sick leave per pay period earn up to 272 hours of paid leave per year, (176 vacation, 96 sick leave)/li liState paid holidays -nbsp;New Yearrsquo;s Day, MLK Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Veterans Day, Thanksgiving (2 days) amp; Christmas/li liTuition Assistance - day one eligibility/li liEmployee#39;s are eligible for up to 6 free credit hours per semester./li liSpouse and dependents are also eligible/li /ul br / strongBenefits:/strongnbsp;Competitive benefit packagenbsp;http://www.fhsu.edu/humanresourceoffice/Prospective-Employees/br / br / strongResponsibilities:/strongbr / 1. Student Organization responsibilities (30%): ul liAssist student organizations with Activity Accounts and Student Government Association funding./li liProvide training and documentation on processes and procedures to purchase materials and supplies from accounts through Workday. This includes information on payments with credit card checkout, supplier invoices, and processes to check balances and reconcile accounts./li liAnswer questions or provide direction to organizations on available funding and allowed processes with state funds./li liAssist student organizations with conference and hotel registrations, flight bookings, and completion of travel forms./li liAssist, train and provide on-going support to student organizations./li liAnnual training for all student organizations providing policies and procedures on Workday/Workflow processes. Assist student organizations with travel arrangements, purchases, and forms to be completed for their activities such as meetings, conferences, Oktoberfest, donations, etc./li /ul br / 2. University Farm responsibilities (30%): ul liProcess payments for farm expenses./li liDeposit incoming funds./li liReconcile credit card transactions for staff./li liUpdate and reconcile accounts./li liUpdate and submit inventory./li /ul br / 3. Vice President for Administration and Finance responsibilities (30%): ul liRespond to inquiries to the executive office; serve as a liaison with other offices, manage the flow of communication./li liProvide administrative support to the VP of Administration and Finance and the Controller./li liCoordinate meetings including securing conference rooms, resources, and materials./li liArrange and coordinate travel and travel reimbursement.nbsp;/li liOversee Vice Presidentrsquo;s calendar and scheduling meetings./li liSubmit correspondence for the Vice President, Staff Development awards, and Purchasing Office./li liUpdate the webpages for Vice President for Administration and Finance, Purchasing and Standing Committees./li liProvide overall building assistance in submitting work requests for various repairs and maintenance. Notify the building employees with various issues and repairs./li /ul 4. Purchasing responsibilities (5%): ul liAssist with purchasing forms, contracts, policies, and bids as needed by the Purchasing Director./li liProcess tax exemptions for the university./li /ul 5. Other responsibilities (5%): ul liResponsible for establishing and maintaining high-quality customer service using professionalism, approachability, and sound judgement./li liProcess payments for university expenses and deposit incoming funds./li liCompose and disseminate correspondence, forms, and reports./li liOrder office supplies./li liResponsible for day-to-day phone and email communication for the office./li liOther duties as assigned by the VP of Administration and Finance, Controller, Purchasing Director or requests from other areas of Administration and Finance and campus for assistance./li /ul br / strongRequired Application Documents:nbsp;nbsp;/strongApplicants should submit a cover letter, resume, and names and contact information for three professional references.br / uApplicant documents should be submitted in one PDF./ubr / br / strongIf you have questions regarding the position, please contact:/strongbr / Kathy Herrman, Purchasing Directorbr / kaherrman@fhsu.edubr / 785-628-4251br / br / strongCommunity of Hays/strongbr / 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 quot;Hays, Americaquot; home.br / br / strongNotice of Non-discrimination:nbsp;/strongFort 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.br / br / strongBackground Check:/strongnbsp;Final candidate will have consented to and successfully completed a criminal background check.br / br / strongNotice to KPERS retirees applying for a position:nbsp;/strongRecent 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 ornbsp;www.kpers.orgnbsp;for further information on how this might affect you.nbsp;