Administrative Specialist, Sternberg Museum of Natural History

Department
Sternberg Museum

Job Posting Title
Administrative Specialist, Sternberg Museum of Natural History

Job Description

Work involves specialized and/or diverse administrative responsibilities and support to the director of the Sternberg Museum of Natural History. Duties include management of the office, administration of museum-related communications, record management, and assisting with public relations and special projects. A successful candidate must have the ability to work independently, possess excellent interpersonal skills, and be highly detailed and organized. Positions at this level are expected to demonstrate a high level of professionalism and maintain security and confidentiality of office documents, records, and information.  FHSU is committed to building an inclusive and representative environment. We encourage members of underrepresented groups to apply.

Priority Deadline: March 27, 2024. Review of applicants will begin following the priority deadline and continue until the position is filled.

Salary:  $15.54 per hour, plus benefits

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

Minimum Requirements: High-school diploma or GED equivalency and three years of administrative support experience or two years of post-secondary education and two years of administrative support experience

Preferred Qualifications:

• Bachelor’s degree;
• Evidence of effective management of webpages;
• Proficiency with Microsoft Office Suite programs (Outlook, Word, Excel, PowerPoint, Teams).

Responsibilities may include:

• Coordinate communication between the Director's Office and other offices on and off campus;
• Compose and prepare correspondence of a sensitive, confidential nature;
• Serves as primary point of contact for students, faculty, staff, and groups who contact the Museum by visiting the office, email, or phone to utilize meeting space;
• Maintain organized system of data and records to be easily shared with the director;
• Plan, coordinate, and arrange meetings and appointments;
• Coordinate projects and special events, including securing facilities, inviting participants, and securing materials, and assisting groups;
• Maintain department budget by overseeing accounts, purchasing for the office, reconciliation, and analysis.
• Plan travel arrangements and prepare travel reimbursements;
• Perform bookkeeping duties as preparing billings and vouchers, classifying and recording transactions, identifying and resolving discrepancies, reconciling numbers, and preparing transaction reports;
• Coordinate communication on contracts with vendors, director, and Administration and Finance Office;
• Coordinate maintenance of office equipment and oversee the stock of office supplies, equipment and vehicle mileage/maintenance;
• Support purchasing requirements for museum, researching items, obtaining price quotes, receiving purchase orders, entering information into Workday, and maintaining P-Card information;
• Design and assist with newsletters, publications, and reports for distribution to public officials and/or general public;
• Supervises hiring, training scheduling, and daily task assignment for volunteer and student office assistants;
• Engages in professional development opportunities, and attends Museum-sponsored events as appointed;

Application Process: Submit a letter of application, resume, and contact information for three professional references.

Applicant documents should be submitted in one PDF.

If you have questions regarding the position, please contact:

Dr. Reese Barrick, Director, Sternberg Museum of Natural History

785-628-5664                     

[email protected]

Community of Hays

FHSU is located in Hays, a vibrant college town of approximately 20,000, located halfway between Kansas City and Denver on Interstate 70. Hays is the regional center for education, health care, professional services, shopping, culture, and recreation for the western half of Kansas. The community boasts excellent recreational programs and facilities, including the comprehensive Center for Health Improvement, Hays Aquatic Park, Smoky Hill Country Club, Hays Municipal Golf Course, and extensive walking, running, and biking trails. Hays is within 45 minutes of two large lakes that offer great opportunities for boating, fishing, and camping. The Hays Municipal Airport provides connecting service to Denver with several flights daily. The Hays community is home to excellent Pre-K and K-12, public and private schools. With over 60 restaurants, major retail outlets, a low unemployment rate, and very short commute times, the city provides a safe, welcoming, low-cost, high-quality living environment for the residents who call "Hays, America" home.

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.