Administrative Specialist – Administration and Finance

Updated: 2 months ago
Location: Kansas City, KANSAS
Job Type: FullTime

Department
Purchasing Office


Job Posting Title
Administrative Specialist – Administration and Finance


Job Description

Position Description: The Administrative Specialist position provides high level office support for the Office of Administration and Finance and the Purchasing Office. Responsible for a wide range of administrative duties including customer service inquiries; preparing contracts, reports, and spreadsheets; handling information requests; scheduling of meetings; making travel arrangements; and maintaining calendars and schedules. Duties include providing administrative support while maintaining strict confidentially when working with sensitive information. A successful candidate must have the ability to work independently, be highly detailed, and organized.

Minimum Qualifications: High school diploma or GED equivalency and two years of office experience or two years of post-secondary education.

Preferred Qualifications:

  • Bachelor’s degree or higher
  • Two plus years of office experience
  • Highly proficient with Microsoft Office as evidenced by application materials
  • Experience working in a university setting
  • Excellent written and oral skills
  • Outstanding customer service and interpersonal skills
  • Experience in the area of purchasing
  • Supervisory experience
     

Appointment Date:  The start date will be determined after acceptance of an offer and successful completion of a background check.

Application Deadline is November 16, 2020. Screening of applications will begin after the deadline and continue until the position is filled.

Salary: $15.06 per hour

Benefits: Competitive benefit package http://www.fhsu.edu/humanresourceoffice/Prospective-Employees/

Responsibilities:

  • Responsible for establishing and maintaining high-quality customer service using professionalism, approachability, and sound judgement.
  • Provide assistance with purchasing forms, contracts, policies, and bids as needed by the Purchasing Director.
  • Train, assist, and provide on-going support to student organizations, faculty, and staff on Workday processes. 
  • Assist student organizations with Activity Accounts and Student Government Association funding.
  • Provide administrative support to the VP of Administration and Finance and the Controller.
  • Process payments for university expenses and deposit incoming funds.
  • Arrange and coordinate travel and travel reimbursement. 
  • Compose and disseminate correspondence, forms, and reports.
  • Coordinate meetings including securing conference rooms, resources, and materials.
  • Assist with hiring, training, and supervising student employees.
  • Responsible for day-to-day phone and email communication for the office.

Required Application Documents:  Applicants should submit a cover letter, resume, and names and contact information for three professional references. Applicant documents should be submitted in one PDF.

If you have questions regarding the position, please contact:

Kathy Herrman, Purchasing Director

kaherrman@fhsu.edu

785-628-4251

ABOUT HAYS, KS

Candidates will discover a locale where professional satisfaction and career achievement are paired with an optimal quality of life. Fort Hays State University is located in Hays, Kansas, a vibrant, growing community of over 20,000 that takes great pride in the University's presence. Hays is a celebration of historic and contemporary contrasts, evidenced in its frontier roots highlighted throughout the city and local museums and in its redeveloped downtown area where residents enjoy one-of-a-kind restaurants, unique shopping, and a vibrant arts scene. This community’s commitment to the future inspires Hays businesses to reinvest locally.

A welcoming and family-centered community, Hays offers premier healthcare services, a growing high-tech and retail business community, and excellent Pre-K and K–12 schools in both the private and public sectors. The City of Hays has long been known as a safe community, and the FHSU campus is recognized by the National Council for Home Safety and Security in 2018 as one of the Top 100 Safest College Campuses in America. For entertainment, recreation, education, employment, or simply for a comfortable place to live, residents of all ages will find in Hays the elements that contribute to a safe, enjoyable, and fulfilling lifestyle.

Notice of Non-discrimination – Fort Hays State University is an Equal Opportunity Employer and does not discriminate on the basis of gender, race, religion, national origin, color, age, marital status, sexual orientation, genetic information, disability or veteran status.

Background Check: Final candidate will have consented to and successfully completed a criminal background check.

Notice to KPERS retirees applying for a position: Recent legislation changes working-after-retirement rules for both you and your employer if you go back to work for a KPERS employer. Please contact your KPERS representative or www.kpers.org for further information on how this might affect you.



Department
Purchasing Office


Job Posting Title
Administrative Specialist – Administration and Finance


Job Description

Position Description: The Administrative Specialist position provides high level office support for the Office of Administration and Finance and the Purchasing Office. Responsible for a wide range of administrative duties including customer service inquiries; preparing contracts, reports, and spreadsheets; handling information requests; scheduling of meetings; making travel arrangements; and maintaining calendars and schedules. Duties include providing administrative support while maintaining strict confidentially when working with sensitive information. A successful candidate must have the ability to work independently, be highly detailed, and organized.

Minimum Qualifications: High school diploma or GED equivalency and two years of office experience or two years of post-secondary education.

Preferred Qualifications:

  • Bachelor’s degree or higher
  • Two plus years of office experience
  • Highly proficient with Microsoft Office as evidenced by application materials
  • Experience working in a university setting
  • Excellent written and oral skills
  • Outstanding customer service and interpersonal skills
  • Experience in the area of purchasing
  • Supervisory experience
     

Appointment Date:  The start date will be determined after acceptance of an offer and successful completion of a background check.

Application Deadline is November 16, 2020. Screening of applications will begin after the deadline and continue until the position is filled.

Salary: $15.06 per hour

Benefits: Competitive benefit package http://www.fhsu.edu/humanresourceoffice/Prospective-Employees/

Responsibilities:

  • Responsible for establishing and maintaining high-quality customer service using professionalism, approachability, and sound judgement.
  • Provide assistance with purchasing forms, contracts, policies, and bids as needed by the Purchasing Director.
  • Train, assist, and provide on-going support to student organizations, faculty, and staff on Workday processes. 
  • Assist student organizations with Activity Accounts and Student Government Association funding.
  • Provide administrative support to the VP of Administration and Finance and the Controller.
  • Process payments for university expenses and deposit incoming funds.
  • Arrange and coordinate travel and travel reimbursement. 
  • Compose and disseminate correspondence, forms, and reports.
  • Coordinate meetings including securing conference rooms, resources, and materials.
  • Assist with hiring, training, and supervising student employees.
  • Responsible for day-to-day phone and email communication for the office.

Required Application Documents:  Applicants should submit a cover letter, resume, and names and contact information for three professional references. Applicant documents should be submitted in one PDF.

If you have questions regarding the position, please contact:

Kathy Herrman, Purchasing Director

kaherrman@fhsu.edu

785-628-4251

ABOUT HAYS, KS

Candidates will discover a locale where professional satisfaction and career achievement are paired with an optimal quality of life. Fort Hays State University is located in Hays, Kansas, a vibrant, growing community of over 20,000 that takes great pride in the University's presence. Hays is a celebration of historic and contemporary contrasts, evidenced in its frontier roots highlighted throughout the city and local museums and in its redeveloped downtown area where residents enjoy one-of-a-kind restaurants, unique shopping, and a vibrant arts scene. This community’s commitment to the future inspires Hays businesses to reinvest locally.

A welcoming and family-centered community, Hays offers premier healthcare services, a growing high-tech and retail business community, and excellent Pre-K and K–12 schools in both the private and public sectors. The City of Hays has long been known as a safe community, and the FHSU campus is recognized by the National Council for Home Safety and Security in 2018 as one of the Top 100 Safest College Campuses in America. For entertainment, recreation, education, employment, or simply for a comfortable place to live, residents of all ages will find in Hays the elements that contribute to a safe, enjoyable, and fulfilling lifestyle.

Notice of Non-discrimination – Fort Hays State University is an Equal Opportunity Employer and does not discriminate on the basis of gender, race, religion, national origin, color, age, marital status, sexual orientation, genetic information, disability or veteran status.

Background Check: Final candidate will have consented to and successfully completed a criminal background check.

Notice to KPERS retirees applying for a position: Recent legislation changes working-after-retirement rules for both you and your employer if you go back to work for a KPERS employer. Please contact your KPERS representative or www.kpers.org for further information on how this might affect you.


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