Office Specialist III

About This Role

The purpose of this position is to plan and coordinate arrangements for our educational and training program for our Centers of Excellence. This will also include event planning and coordination of special speakers travel arrangements.

The purpose of this position is to plan, develop, and administer records management designed to facilitate effective and efficient handling of business records and other information. Implementation of records management policies are intended to standardize filing, protecting, and retrieving records, reports, and other information contained on paper, microfilm, computer program, or other media. Coordinates through subordinate managers on activities involved with various projects that will generate records. Confers with other administrators to assure compliance with policies, procedures, and practices of records management program.

This position will perform routine customer service, clerical and administrative duties such as answer the phone, retrieve packages from the mailroom, ordering of lab and office supplies, greet guests and help setup new hires and visitors as well as attend meetings to transcribe meeting minutes. This position will work collaboratively with staff to manage office duties and support senior staff in the accomplishment of their duties. This position may include training of personnel on the ordering system and IT support and upkeep of website of the Centers.

Worksite Description

This position is On-site.

All employees must reside in the United States when they begin working to comply with state law. K-State is unable to provide remote or hybrid work opportunities for residents of the state of Idaho.

What You'll Need to Succeed

Minimum Qualifications:

• Requires two years of relevant experience in general office, clerical and/or administrative support work. Requirements may be met through a combination of education and experience.
• Valid driver's license.

Preferred Qualifications:

• Prefer college bachelor’s degree.
• Demonstrated problem-solving and analytical skills, including the ability to research and analyze administrative problems, make recommendations, and take appropriate courses of action.
• Ability to work independently or as a member of a team with accountability for results.
• Excellent organizational skills with the ability to manage multiple priorities concurrently and pay attention to accuracy, detail, and follow through.
• Demonstrate customer service orientation and strong interpersonal skills including courtesy, professionalism, and a cooperative attitude.
• Proven ability interact effectively with a wide variety of stakeholders.
• Demonstrated ability to be flexible, innovative, and receptive to taking on new or changing responsibilities.
• Demonstrated ability to exercise judgment, tact, and discretion and maintain integrity with sensitive or confidential information.
• Strong oral and written communication skills, including composition and editing.
• Demonstrated project management skills.
• Working knowledge of and ability to learn university policies and procedures.
• High proficiency with technology, including skills with Microsoft Office Suite (specifically Word, Excel, online calendaring/scheduling).
• Ability to utilize KSU computer programs, KSIS, HRIS, ADP, Concur, Decisions, etc.
• Event planning experience.
• Prefer experience in an office setting, especially with maintaining records.
• Prefer basic Microsoft Office, Adobe, Scanning, Access database or other database software knowledge.
• Knowledge of clerical and administrative practices required to coordinate records system.
• Understand and adhere to institution policies and procedures.
• Ability to recognize and maintain the confidentiality of records concerning various budgetary, personnel related matters as well as understand and handle sensitive information.
• Excellent interpersonal, oral, and written communication skills; ability to build constructive and effective relationships with a wide range of people.
• Strong customer-service attitude. Strong organizational skills, including the ability to prioritize and handle multiple projects simultaneously to meet deadlines. Scheduling/calendar management, support for events, meetings, speaking engagements or special projects, preparation of documents for signature, and communications support.
• Procurement of office and laboratory supplies through the KSU system is preferred.

Sponsorship eligibility:

Candidates must be legally authorized to work in the U.S. on an ongoing basis without sponsorship.

Application Window

Applications close on: April 15, 2026

Anticipated Hiring Pay Range

$16.36 - $24.53 hourly