Office Specialist II

About This Role:

This position's main purposes are to serve as the specialist assisting the head of the department with primary functions and fulfill departmental organizational needs.

Overview of Job Responsibilities:

Administrative Assistant:

• Assist Department Head and administrators regarding sensitive information and confidential matters • Coordinate day-to-day activities to relieve Department Head of routine matters • Schedule appointments and conferences for Department Head; maintain online calendar • Screen calls and mail to Department Head and refer to appropriate personnel if needed • Oversee office functions and procedures • Review and recommend procedural changes as needed.

Reappointment, Tenure, Promotion, and Graduate Faculty Certification:

• Update and maintain departmental Academic Personnel Calendar • Post faculty meeting dates and special events information • Request material from faculty regarding reappointment, mid-tenure, tenure/promotion, etc. • Notify Personnel Advisory Committee when material is available for review • Process confidential records and send completed files to Dean’s office • Process Sabbatical Leave requests and final reports.

Departmental Speakers Program and Awards:

• Assist with speaker program details • Correspond with speakers regarding visit arrangements; make hotel reservations, etc. • Post colloquia notices on Localist and K-State Today • Notify other departments of Distinguished Lecture information • Create fliers and posters to advertise Distinguished Lectures to other Universities • Organize and purchase supplies for colloquia receptions • Create and maintain files for departmental and University Awards • Gather information and create the flier and brochure for the Department banquet.

Curricular Matters:

• Assist with line schedule drafts and update offerings each semester • Gather information and special requests from faculty/GTAs regarding their teaching requests • Assist Department Head in completing teaching assignments • Assess enrollment capacity daily during open enrollment and notify Department Head of any issues • Liaison with Dean’s office regarding enrollment • Notify faculty of low enrollment courses so they can recruit students • Notify students that are on the wait list of open sections of a course • Notify enrolled students of sections that are closed due to low enrollment • Request help to cover classes for absent faculty/GTAs when necessary • Request textbook information and disseminate information to Union Bookstore • Liaison with publisher representatives for requesting desk copies • Complete open/alternative textbook survey each semester to receive initiative funding • Gather information and update content in the Undergraduate and Graduate catalogs • Create and process Curriculog forms; department contact for Curriculog approval • Coordinate credit by exam and quiz out requests • Generate memos to GPAC regarding GTAs wanting to take reading courses.

Unclassified Open Positions:

• Process advertisements for open unclassified faculty and post-doc positions on MathJobs • Correspond with unclassified job candidates regarding interview arrangements • Create candidate interview schedules • Post candidate lecture notices on Localist • Create interview packets for unclassified candidates • Maintain files regarding INS applications/materials

Other Misc. Duties: • Building manager: Liaison with custodial staff and Facilities regarding Cardwell Hall • Inform Math and Physics departments, and Math/Physics Library of maintenance issues • Maintain schedule for Math Department Conference Room • Liaison with Biochemistry Department regarding schedule for the conference room in Burt 204 • Liaison with Key Control; maintain department master keys; process all Department key requests • Organize events, purchase supplies, prepare refreshments for Department gatherings • Order coffee supplies and deposit funds to pay invoice • Office machine maintenance • Complete Department space inventory and fixed asset listing • Miscellaneous duties assigned by Department Head

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.

Worksite Options:

This position is required to be performed on-site. Work is performed on employer premises or designated assignment location.

Visit this link for K-State’s guidance and policies on remote work and flexible work arrangements. Remote work agreements are required for all flexible work arrangements and are subject to review.

What You’ll Need to Succeed:

Minimum Qualifications:

• One year of relevant experience.

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. Three professional references

Screening of Applications Begins:

Immediately and continues until position is filled.

Anticipated Hiring Pay Range:

14.54 - 21.81

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.