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Human Capital Services

Office Specialist II

Apply now Department: 3670003120 Vice Provost Undergrad Studies
Job no: 502049
Work type: Staff Full Time (Unclassified)
Location: Manhattan
Categories: Administrative/Professional, Customer Service


General Description of Position:

The Office Specialist II provides administrative support to the Office of Pre-Law Advising, the Office for Nationally Competitive Scholarships, and the University Honors Program.

This position reports to the Vice Provost for Undergraduate Studies.

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.

Job Description:

Reception and office maintenance duties

Serve as the primary receptionist for the University Honors Program, Office for Nationally Competitive Scholarships, Pre-Law Advising, and Vice Provost for Undergraduate Studies. As the point of contact for all visitors, the position requires effective interpersonal skills and, to assure the function and reputation of each office within the larger university, exceptional professionalism. This will involve friendly and courteous interaction with students, K-State faculty and staff, prospective students, parents, and others (e.g. officials from law schools and scholarship foundations). Receptionist functions will include responding to in-person visits, phone calls, and email inquiries. Receptionist functions include maintenance of the physical appearance and organization of the main office, storage room, kitchenette area, and Donald Hoyt Commons area. The position orders and maintains office supplies as needed.

Oversee daily operations and assist students as they conduct business with each of the four offices. This includes scheduling appointments with prospective and current students, assisting students with academic program matters (e.g. helping students add or drop Pre-Law or the University Honors Program courses as part of their curriculum), and processing course permission requests in KSIS. Other duties include managing student requests and registration needs, and using the Honors Administrative Link (HAL) to track Honors course contracts and Honors project-related paperwork. This position manages a lending system for Pre-Law and Nationally Competitive Scholarships books, and helps students enroll in Honors courses during summer new student orientation and enrollment.

File management duties

Superintend the creation and maintenance of records and files for all four offices. Maintain filing systems for student records, ensuring that files are kept up to date each semester according to the needs of each individual office. Prepare student-specific files in advance of students' appointments with program directors. Create, monitor, and update student and program-related data located in KSIS and in other databases, spreadsheets, etc., including in the Honors Administrative Link (HAL).

Communications duties

Maintain email distribution lists and listservs, perform routine website updates, compose and prepare professional correspondence as needed, coordinate mass mailings, and facilitate event and meeting planning for each office.  Meet with high school and transfer students who visit K-State, as needed.

Required Minimum Qualifications:

One year of work experience. 

Preferred Qualifications:

Bachelor's Degree. Computer skills, including Microsoft Office, databases, and content management systems (CMS). Knowledge of the Family Educational Rights and Privacy Act (FERPA). Experience working with K-State systems, such as KSIS and K-State Online. Demonstrated experience with event planning. 

Special Instructions to Applicants:

Submit your resume for consideration.

Screening of Applications Begins:

Screening begins immediately.  

Salary Range / Pay Rate:

Position salary range is $29,005-$37,500 dependent upon experience. More information about total rewards may be found at: http://www.k-state.edu/hcs/benefits/total-rewards/

12-month appointment. Benefits eligible.

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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