What are the responsibilities and job description for the Senior Administrative Assistant, Department of Management position at Fort Hays State University?

Department

Management

Job Posting Title

Senior Administrative Assistant, Department of Management

Job Description

An integral member of the Department of Management, the Senior Administrative Assistant is the department's professional face to external and internal clients and provides administrative and general office support to the department's chair and faculty and performs specialized tasks including, but not limited to, communication, bookkeeping, assistance with personnel processes, data management, and public relations / marketing assignments. The successful candidate must be able to take initiative, manage tasks simultaneously, work independently as well as in a team, and supervise and provide leadership to student employees.

Minimum Qualifications : High School diploma or GED equivalency and three years of experience in an office or administrative setting. Supervisory or managerial experience, required.

Preferred Qualifications :

Associate's degree or higher
Customer service experience
Strong written communication skills
Well-organized and detail-oriented
Proficient in Workday
Highly proficient with Microsoft Office (Outlook, Word, Excel, PowerPoint)

Priority Deadline : November 22, 2024. Screening of complete applications will begin immediately following the priority deadline and will continue until the position is filled.

Start Date : Start date will be determined after acceptance of an offer and background check clearance.

Salary : $15.03 per hour plus benefit package

Benefits : Competitive benefit package

Responsibilities :

Communicates with students, faculty, staff, and administrators frequently and regularly, sometimes regarding confidential issues. The Senior Administrative Assistant is the primary contact person for students, faculty, staff, and visitors who come to the office and email or telephone the office for information. The individual hired must be able to communicate with individuals of various backgrounds and temperaments.

Maintains all budgetary accounts including grants and FHSU Foundation accounts. Prepares payment vouchers, travel authorizations, travel expense reports, and purchase requisitions through Workday. Classifies and records transactions and identifies and resolves discrepancies. Submits proper documentation to the Business Office for purchases, payments, reimbursements, and other transactions as needed.

Become proficient in and routinely use relevant Workday functions and tasks. Reconciles all department accounts between Workday and the office accounting process every month and reports monthly department accounts activity and balances to the department chair.

Assists department chair with correspondence, spreadsheets, and other documents.

Assists department chair with scheduling for on-campus and online classes, including resolving room conflicts. Accurately submits these schedules in Workday, adhering to FHSU deadlines for online and on-campus classes.

Assists in the planning, coordinating, and scheduling meetings for the department chair. Uses Outlook and other communication and scheduling tools.

Maintains inventory and orders office supplies and equipment as needed. Coordinates the maintenance of office equipment.

Interviews, selects, supervises, coordinates, evaluates, and mentors student employees. Maintains records, payroll, and hiring of all student employees. Sets work schedules of student workers in consultation with the department chair each semester; establishes priorities and delegates work assignments and reviews completed work of student employees for accuracy.

Prepares travel authorizations and travel expenses reports; makes travel and lodging arrangements; manages reimbursements for faculty travel, and candidate interview travel.

Assists department with marketing and recruiting initiatives.

Schedule and participate in department recruiting events that, on rare occasions, may include Saturday or early evening participation.

Other duties as assigned by the department chair.

Application Process : To apply for this position, please visit Only electronic applications submitted through the webpage will be accepted.

Required Application Documents : Submit a cover letter detailing qualifications for the position, resume and the names and contact information of three professional references.

Please submit all application documents in one PDF document.

If you have questions regarding the position, please contact :

Name : Tony Gabel, Interim Chair of Department of Management

Email : algabel@fhsu.edu

Phone : (785) 628-4201

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.

Salary : $15

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