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Human Capital Services

Office Specialist III

Apply now Department: 3670020170 Military Science
Job no: 501350
Work type: Staff Full Time (USS)
Location: Manhattan
Categories: Administrative/Professional



General Description of Position:

This position serves as office manager and secretarial work of above average difficulty performed under minimal supervision for the Military Science Department. This is classified as a state position in a federal government environment. Employee is given general guidelines regarding office and military policies but employee is expected to move forward to function independently in the absence of supervisory guidance. A great deal of latitude is given in prioritizing workload and tasking. Initiative and innovativeness are expected and encouraged.

Information about the Department:

The Military Science Department dates to the founding of the University in 1863. The Professors and Instructors of the program are active duty and retired Army Officers and Senior Non-Commissioned Officers; representing a variety of U.S. Army branches and experience. Since 1919, the K-State Army ROTC program has commissioned over 3,800 Second Lieutenants into the United States Army.

Diversity and Inclusion:

Kansas State University embraces diversity, and promotes inclusion in every sector of the institution. The university established the Office of Diversity, led by the associate vice president for diversity and a dedicated staff.  Additionally, each college has a designated Diversity Point Person to provide insight and guidance.  

Kansas State University received the prestigious Higher Education Excellence in Diversity, or HEED, award from Insight Into Diversity magazine for the past three years.  Multicultural students account for 15 percent of our student population, a university record and continuing trend.

Job Description:

Employee performs all duties related to the administration of the main office for the Military Science Department. Supervisor is the Professor of Military Science/Department Head and nearly all tasks support the main office functions. Employee works with minimal guidance and must demonstrate initiative and organization. Specific responsibilities vary as discussed below. Maintains Army and State personnel files. Responsible for preparation of numerous external reports. Responsible for development and management of metered postal system to include the processing of all incoming and outgoing mail and tracking daily stamp usage. Manages the PeopleSoft payroll, University OOE accounts, and Foundation accounts. Prepares and presents financial briefs to donors of the program. Inputs and updates student data in a computer database. Processes daily messages for the department. Prepares records and official paperwork for all military, federal, and contract staff. Prepares and coordinates administration for Army Officers ordered to and departing from K-State. Responsible for travel and hotel arrangements for Professor of Military Science and high ranking dignitaries. Schedules and oversees departmental and military official functions. Liaison between K-State Controller, Kansas Board of Regents, and Kansas Army National Guard Headquarters. Monitors and tracks Kansas Army National Guard student schedule, tuition, fees, and books. Responsible for letter of notifications for receipt of scholarship, termination and probation. Notifies the Kansas Board of Regents of the students being commissioned/or leaving the program. Generates and coordinates all correspondence leaving the department, requiring significant coordination with external organization (military and civilian) as well as University offices. Administers internally generated instructions and policy letters and maintains external instructions and directions. Coordinates the Department Head’s schedule and appointments. Department Notary.

Required Minimum Qualifications:

Two years of work experience in office management or secretarial work of above average difficulty performed under minimal supervision.

Preferred Qualifications:

Secretarial/business/office training from formal school or several years of job experience. Two years of post-high school education in English, spelling, typing, computers, business, and office practices. Familiarity with word processing, databases, spreadsheets, web and email operations, t the university PeopleSoft and accounting systems. Work independently and complete multiple tasking at one time. Employee should be knowledgeable about the Army and ROTC, and how the two intertwine with the university.

Physical Activities and Environmental Conditions:

Normal office environment.  Work requires repetitive movements to operate electronic equipment.

Special Instructions to Applicants:

Submit application, letter of interest and resume. Applicants will need to upload a cover letter addressing qualifications and skills related to the position, a resume or curriculum vita listing education and employment history and three professional references including name, address, phone number (cell number if appropriate) and email address. Questions about the position can be directed to the Military Sciences Department at 785-532-6754 or jessica68@ksu.edu

Screening of Applications Begins:

 May 22, 2017 until position filled.

Salary Range / Pay Rate:

$29,556 to $29,744

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. 


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