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Human Capital Services

Office Specialist II

Apply now Department: 3670015020 Architecture
Job no: 506477
Work type: Staff Full Time (Unclassified)
Location: Manhattan, Kansas
Categories: Administrative / Professional
Pay Grade: 05A

About This Role:

The position provides administrative support for the Department of Architecture. The position supports the graduate program director, project coordinator and academic advisor.  This employee will facilitate information and services provided to current and prospective students, thereby aiding retention, and enrollment management and student success; improve office efficiency, effectiveness and record keeping; and provide greater service to students, prospective students, faculty, staff and visitors.

Job Description

  • Provides variety of support to the graduate program director, including but not limited to, monitoring Post-Baccalaureate Master of Architecture and Master of Science in Architecture applicant files established by the graduate school through CollegeNet and maintaining applicant files by updating and inputting digital information and correspondence. Providing clerical support to the graduate program director as departmental graduate committee chair. Responding to oral and written questions from current and prospective Post-Baccalaureate Master of Architecture and Master of Science in Architecture graduate students to convey information regarding graduate school and departmental policies, procedures and deadlines. Assisting the graduate program director with graduate teaching assistant-ship position applications and assignments. Accessing the graduate program director’s calendar to coordinate with the department head and office staff. Effective conduct of these responsibilities requires knowledge of database software and familiarity with graduate school and departmental policies.

  • Provides wide variety of support to department, including but not limited to, serving as initial point of contact in the office by answering phones, receiving and referring visitors to the office, and responding to oral and written questions from students, faculty, staff, and the general public to disseminate correct, timely information. Manages the department social media accounts by promoting various activities within the department. Maintains departmental office by monitoring and ordering departmental supplies, organizing and maintaining paper and digital departmental files, maintaining departmental equipment inventory, and maintaining physical order and appearance of department spaces. Performing other related duties as required.  Effective conduct of these responsibilities requires strong organizational skills, fair and effective management tactics, knowledge of departmental, state, and university procedures, file protocol, and departmental finances, so the department is fully equipped and functions effectively and efficiently.

  • Provides clerical support for faculty, including but not limited to, printing requests, making travel arrangements upon request, and making room reservations. Scheduling and administering TEVALs by following required KSU protocol to gather teaching evaluation feedback from students. Provides clerical support for faculty chairs of departmental academic affairs committee and student affairs committee, by scheduling meetings, preparing meeting agendas, maintaining files, preparing course and curriculum documents, etc. Requires clerical skills and knowledge of committee charges. Effective conduct of these responsibilities requires interpersonal skills, accuracy, written communication skills, and knowledge of various policies and procedures.

  • Provides support to the academic advisor, including but not limited to, preparing and processing various forms including studio preference, programs of study, KSIS scheduling forms, add/drop and instructor permission, so that documentation is retained and various policies are followed. Monitoring student documents through ImageNow, inputting data into KSIS to help create semester course schedules. Drafting routine correspondence, including but not limited to, letters of admission to the department and academic deficiency letters. Sending notifications to students and faculty as needed. Entering studio assignments and grades into college/department database and/or K-State Online.  Effective conduct of these responsibilities requires excellent oral and written communication skills, excellent interpersonal skills and knowledge of KSU Master of Architecture and Master of Science in Architecture programs.

We Support Diversity and Inclusion:

Kansas State University embraces diversity and promotes inclusion in every sector of the institution. The university actively seeks individuals whose commitments and contributions will advance the University's dedication to the Principles of Community.

What You’ll Need to Succeed:

Minimum Requirements:

  • One year of relevant experience

Preferred Qualifications:

  • Post high school education
  • Two years of relevant work experience
  • Experience in general office, clerical and administrative support work
  • Knowledge of Social Media platforms
  • Experience in an academic setting
  • Knowledge of computers, office equipment, software and operating systems
  • Ability to use Microsoft Office Suite and Adobe graphic design software
  • Experience interacting with diverse populations and maintaining confidential information
  • Knowledge of design professions
  • Ability to extract, analyze and transmit information from a variety of sources
  • Ability to act responsibly, dependably, punctually and professionally

How to Apply:

Please submit the following documents:

  1. Cover letter
  2. Resume
  3. Contact information for three professional references

Screening of Applications Begins:

Immediately and continues until position is filled.

Salary Range/ Pay Rate:

$12.88- $19.33 per hour

Please note: the minimum pay rate for this position is $12.88 per hour. Actual pay rate will be determined based on the candidate's experience, education, internal equity, and departmental funding. pay rate offers are typically made between the minimum and midpoint of the pay range. The range indicated includes both the typical hiring range and potential future progression.

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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Applications close:

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