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Human Capital Services

Office Specialist III

Apply now Department: 3670040010 Education Dean of
Job no: 502097
Work type: Staff Full Time (USS)
Location: Manhattan
Categories: Administrative/Professional, Education/Instructional, Office/Clerical

General Description of Position: This position is responsible for providing high level administrative support to the Center for Intercultural and Multilingual Advocacy (CIMA) keeping the director and leadership team apprised of office and personnel issues, researching and providing background information to assist in administrative decisions so the best course of action may be determined, and taking action when/where needed. The incumbent will coordinate office activities and schedules to ensure smooth office operations.  Must be comfortable working in an environment with frequent phone and on-line interaction and able to complete assignments on-time without extensive supervision. The successful candidate will have the ability to interact well with diverse groups of individuals while maintaining a professional demeanor.
Information about the College/Unit: http://coe.k-state.edu/cima/index.html
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.
The Successful Candidate will:

Employee performs high level of administrative support to the executive director and leadership team of CIMA preparing reports, correspondence, presentation materials, making domestic and international travel arrangements; and maintaining appointment calendars.

Provides administrative support to the project managers, instructors, and other staff members who interface with the executive director; handles administrative details to assist in implementing grant and program activities, prepares and tracks program reports to various funding sponsors. Sets and tracks budgets for 3 - 6 events throughout the year, with a range of 10 – 100 guests, schedules event venues; makes and approves rental and catering contracts and other related arrangements for meetings, etc. Organizes and maintains filing and archiving. Periodically checks system/calendars for staff as needed to plan, implement, and monitor diverse program activities, including schedule of conferences and deadlines for proposal submission. Orders office and classroom supplies as needed.

Provides information to students, staff, funders, and other individuals who are culturally and linguistically diverse; relays complex and/or confidential data and important instructions by providing detailed information regarding university, college, and grant policies/procedures; routes callers/visitors to appropriate office/person/position.  Responsible for maintaining good public relations with USDE, KSU faculty/staff, university students, public school teachers and administrators, faculty from other universities, and delegates from international funding organizations. 

Makes international, national, and local travel arrangements for the executive director and staff members (i.e., schedules flights, prepares and submits registration forms, reserves lodging, files for reimbursements, etc.) in accordance with state guidelines. Provides a detailed travel itinerary for the executive director and staff members prior to their departure dates. Prepares travel vouchers and out-of-state travel requests on eforms; obtains approvals and signatures. Files and monitors reimbursements. 

Works with study abroad coordinator to book airfare and make hotel reservations as needed, for the faculty/staff involved, as well as 15-20 students participating in travel abroad during the summer semester.

Hires, schedules, trains, and directs duties of 2–5 hourly students each semester.

Accountable for taking initiative, ensuring accuracy of work, and the efficacy/efficiency of actions in the position. Ensures that daily administrative issues are managed (until the job is done) for the executive director, so as to enable program/project planning, delivery, assessment, and reporting essential to the success of the organization. 

Required Minimum Qualifications: This position requires two years of work experience.
Preferred Qualifications: Two years of experience in office management and administrative support work with above average difficulty and with a history of success in such a position. Secretarial/business/office training from a formal school or several years of effective job experience. At least, two years of post-secondary education in English, business, technology, and similar subjects preparatory to office administration. Familiarity with eForms, KSU travel and purchasing procedures, Microsoft Word/Excel/PowerPoint, Office 365. Attentive to detail and committed to accuracy. Ability to work independently as well as part of a team. Ability to manage multiple priorities under occasional time pressure. Ability to communicate clearly, professionally and tactfully with a variety of people. Ability to prepare written reports and compile information from multiple sources.
Special Instructions to Applicants:

Please submit a resume, cover letter, and the names and contact information for three professional references.

Applicants must be currently authorized to work in the United States at the time of employment.

Screening of Applications Begins: August 18, 2017 and continues until the position is filled 
Salary Range / Pay Rate: $14.21 - $21.31 hourly Limited Term position
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. 
Background Screening Statement: In connection with your application for employment, Kansas State University will procure a Background Screen on you as part of the process of considering your candidacy as an employee. 


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