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Office Specialist III

Apply now Department: 3670080020 Anatomy & Physiology
Job no: 513052
Employment type: Staff Full Time (Unclassified - Term)
Location: Manhattan, Kansas
Categories: Administrative / Professional, Business / Accounting / Finance, Veterinary Medicine
Pay Grade: 06A

About This Role:

The department of Anatomy and Physiology within the College of Veterinary Medicine is seeking applicants for an Office Specialist III. This position provides executive and administrative assistance to the Department Head for Anatomy & Physiology, in addition to managing the Departmental administrative staff and day-to-day operations of the Departmental office. The incumbent’s duties include administration of all departmental, college and university policies, representing the Department Head in their absence, and coordinating Department activities as needed/requested. The incumbent must exercise good judgment in prioritizing and scheduling to ensure the most efficient use of the Department Head’s time in addition to organizing and prioritizing correspondence, scheduling and coordination of departmental activities and meetings. The incumbent oversees the coordination of the Graduate Program.

Duties/Responsibilities

  • Coordinates and manages all daily departmental operations and provides direct administrative assistance to the Department Head for the Department of Anatomy and Physiology. This includes managing the Department Head's schedule, organizing and prioritizing departmental correspondence, scheduling departmental activities and meetings, as well as drafting and editing correspondence for Department and Department Head. A considerable amount of independent judgment with minimal direction is necessary. Other responsibilities include maintaining Department website and overseeing the purchasing of departmental supplies and must use judgment to stay within budgetary guidelines. Serve as the primary resource person for maintaining, organizing and interpreting departmental and university policies and provide information regarding those policies to University Support Staff and unclassified departmental employees. This individual keeps faculty and staff aware of all changes in State and Federal regulations and is responsible for updating or editing departmental policy under the direction of the Department Head.
  • Coordinates the administrative process for promotion and tenure, mid-tenure reviews, annual personnel evaluations, professorial awards, sabbatical leaves, leave without pay, retirement, terminations, emeritus request and consulting activities. Provides orientation for new faculty hires. Major responsibility is to assure compliance in submission of paperwork to University offices for these procedures. Also responsible for maintaining confidential files related to grievances by faculty and staff in the Department. This requires thoroughness and the utmost confidentiality in order to facilitate the resolution of such matters in a timely and efficient manner. Researches and compiles data for special projects and reports. Special projects as assigned by the Department Head.
  • Coordinate all Visa and Permanent Residency process for Department. Act as liaison with the International Student and Scholar Services regarding all visa and permanent residency issues.
  • Coordinates the doctoral program in Anatomy and Physiology. Serves as administrative support to the Departmental Graduate Executive Committee. Responsibilities include dissemination of program information to prospective and enrolled students, facilitation of faculty efforts to engage students and serve as liaison to K-State Graduate School, International Student Office, Enrollment Services, Registrar’s Office and individual graduate program directors. A critical function is to assure accuracy and compliance in submission of paperwork and record-keeping relevant to admissions, academic program, dissertation, and graduation to the College, Graduate School, University and Board of Regents.
  • Hire, supervise, train, oversee, evaluate and encourage classified and student employee(s). The ability to anticipate needs of the Department Head, faculty, staff, and veterinary students in a fast-paced environment is crucial to continually providing prompt and friendly service to our stakeholders. Duties include daily supervision of clerical personnel, answering questions regarding the departmental clerical activities and provide periodic information to faculty concerning all aspects of the vision/mission. Other duties as assigned.

Why Join Us:

Kansas State University offers a comprehensive benefits package that includes health insurance, life insurance, retirement plans, paid time off – vacation, sick, and holidays.   To see what benefits are available, please visit:  https://www.k-state.edu/hcs/benefits

We Support Diversity and Inclusion:

Kansas State University embraces diversity and inclusion.  The university actively seeks individuals who foster a collegial environment and cooperative interactions with coworkers, students, and others.  The University is dedicated to promoting the Principles of Community.

What You’ll Need to Succeed:

Minimum Qualifications:

  • Two years in an administrative support position providing direction necessary to implement the objectives of an agency, program or organizational unit.

Preferred Qualifications:

  • High School Diploma
  • Bachelor’s Degree preferred
  • Education may be substituted for experience as determined relevant by the agency.
  • Excellent written and oral communication skills are a must.
  • Ability to exercise independent judgment and be a team player. Excellent computer skills, specifically in Microsoft office products and Excel spreadsheet. Excellent analytical skills, attention to detail, and organizational skills. Ability to read, comprehend and apply established procedures/protocols, rules and regulations.
  • 3-5 years in an administrative support position 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. Experience in the University setting with understanding of departmental and University rules, regulations, policies and procedures.

Other Requirements:

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

How to Apply:

Please submit the following documents:

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

Screening of Applications Begins:

Screening begins immediately and continues until position is filled.

Anticipated Hiring Salary Range:

$32,710 - $48,073/annually

Equal Employment Opportunity:

Kansas State University is an Equal Opportunity Employer.  All applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender, gender identity, age, national origin, disability or status as a protected veteran.

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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