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Human Capital Services

Office Specialist I

Apply now Department: 3670009170 Student Life Office of
Job no: 501338
Work type: Staff Full Time (USS)
Location: Manhattan
Categories: Administrative/Professional, Office/Clerical

General Description of Position: The Office Specialist provides direction and technical support for the Office of Student Life. The office specialist is the first line of contact with the students and families the Office of Student Life serves. 
Information about the Department:

The Office of Student Life fosters an environment of collaboration, responsibility, and mutual respect in partnership with students and all of our university colleagues.

We do this by:

  • Providing direct support and services to students
  • Advocating for students in a variety of settings
  • Connecting students with accurate referrals for academic and personal problems
  • Encouraging appreciation of diverse experiences and perspectives
  • Coordinating the university response to campus and student crises
  • Monitoring the campus environment and safety issues
  • Administering and advising the student judicial program
  • Supporting and serving as a resource for student family members
Diversity and Inclusion: Kansas State University embraces diversity, and promotes inclusion in every sector of the institution. The university actively seeks candidates whose commitments and contributions will advance the University's commitment to the Principles of Community which can be found at https://www.k-state.edu/about/community.html 
Job Description:

Administrative Support to Office Staff

Provides administrative support to Assistant Vice President, 4 Assistant Deans, and 1 Attorney for Students. Help coordinate meetings, manage calendars, work on special projects, and provide general administrative support for the office. Provides indirect support for other reporting departments including Office of Student Life Graduate Assistant and Practicum student, LGBT Resource Center, CARE Office, Fraternity & Sorority Life, Veteran Student Services, Office of Student Activities and Services, Student Access Center, Student Legal Services, and Off-Campus Housing Support. Maintains financial records for Office of Student Life Foundation accounts by procuring supplies, submitting invoices for payment, and reconciling monthly financial statements. Ensuring the University accounts are reimbursed appropriately when paid by non-university funds. Reviews monthly phone charge sheets for office, ensuring all calls are charged appropriately to the Office of Student Life. Maintains inventory of office supplies and orders supplies and other equipment through the Holton Hall Business Office, as necessary.

All tasks submitted to Assistant Vice President for approval.

Supervision and Training

Assists in hiring, training, supervision and approves time sheets of undergraduate student workers. Assists in evaluating and reviewing work of undergraduate student workers.  Assigns them tasks and provides support.

Daily duties not submitted for approval; input from Deans provided for hiring and evaluation/review. 

Information Management

Retrieves information from the KSIS System and then notifies academic dean’s office of student absences and/or crisis as prescribed by Office Procedures policy. Assists in maintaining Student Contact Records on the office’s G-drive which includes creating files, adding scanned documents, recording information, and listing entries for official office notes. Employee determines priority, quality, efficiency, and economy of work, which is frequently reviewed by the Assistant Dean/Director. Completes student background checks as requested.  Updates and manages all departmental informational and promotional pieces in conjunction with Communication & Marketing including updates to the Faculty/Staff Student of Concern Guide. Works with Study Abroad office to do weekly checks of conduct and contact with students requesting to study abroad.

Student Emergencies and Crisis

Help coordinate meetings for the Critical Incident Response Team when directed from Assistant Vice President.  Help gather and share information related to student crisis or emergency situations.  Send notifications to campus entities regarding the Dean-on-Call for emergencies each week.  Official contact person for the office to Kansas Health Solutions, the office’s after-hours call provider.  Help research and draft correspondence for Assistant Vice President regarding student deaths.  Places and removes holds via KSIS, as appropriate.

Employee keeps Assistant Vice President or Assistant Deans informed of all actions taken.

Required Minimum Qualifications: Six months of experience in providing direction necessary to implement the objectives of an agency, program, or organizational unit.  Education may be substituted for experience as determined relevant by the agency.
Preferred Qualifications:
  • High school diploma or equivalent.
  • Post-secondary course work in secretarial science or three (3) years in the secretarial field.
  • At least three (3) years in a secretarial position with progressively added administrative responsibilities.
  • Prior experience working in an office setting.
Special Instructions to Applicants: To apply, please complete an on-line application and upload a detailed letter of interest describing specifically how the candidate’s qualifications match the search committee’s desired qualifications, resume, and complete contact information including email addresses for three professional references citing professional relationship with each reference listed. 
Screening of Applications Begins: Application deadline is June 5, 2017.
Salary Range / Pay Rate: $11.48 - $17.22 per hour
Equal Employment Opportunity: Kansas State University is an Equal Opportunity Employer of individuals with disabilities and protected veterans and actively seeks diversity among its employees. Equal Employment Opportunity is the Law
Background Screening Statement: In connection with your application for employment, Kansas State University may procure a Background Screen on you as part of the process of considering your candidacy as an employee. 

Advertised: Central Daylight Time
Applications close: Central Daylight Time

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