Office Specialist III (ICCM and NICKS)
General Description of Position: This position provides executive and administrative assistance to the Director of ICCM/NICKS in addition to managing the unit administrative staff and day-to-day operations of the ICCM/NICKS office.
The incumbent’s duties include administration of all departmental, college and university policies, representing the Director in their absence, and coordinating unit activities as needed/requested. The incumbent must exercise good judgment in prioritizing and scheduling to ensure the most efficient use of the Director’s time in addition to organizing and prioritizing correspondence, scheduling and coordination of departmental activities and meetings. Diversity and Inclusion: Kansas State University embraces diversity, and promotes inclusion in every sector of the institution. The university established the Office of Diversity, led by the associate vice provost for diversity and a dedicated staff. Additionally, each college has a designated Diversity Point Person to provide insight and guidance.
Kansas State University received the prestigious Higher Education Excellence in Diversity, or HEED, award from Insight Into Diversity magazine for the past three years. Multicultural students account for 15 percent of our student population, a university record and continuing trend.Job Description: - Coordinates and manages all daily departmental operations and provides direct administrative assistance to the ICCM/NICKS Unit. This includes managing the Director's schedule, organizing and prioritizing unit correspondence, scheduling unit activities and meetings, as well as drafting and editing correspondence for the unit and Director. A considerable amount of independent judgment with minimal direction is necessary. Other responsibilities include budget planning, tracking of faculty awards for nominations, compiling a monthly report for events that A&P faculty are involved in, maintaining the ICCM/NICKS website and overseeing the purchasing of unit supplies. 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. Finally, this individual will maintain a key inventory and coordinate department laboratory safety & compliance activities. - 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 unit. 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 Director. - Coordinate all Visa and Permanent Residency process for unit. Act as liaison with the International Student and Scholar Services and Human Capital Services regarding all visa and permanent residency issues. - Coordinates the doctoral program in ICCM/NICKS. 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 confidentiality, 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 USS and student employee(s). The ability to anticipate needs of the Director, 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 department personnel, answering questions regarding the departmental activities and provide periodic information to faculty concerning all aspects of the vision/mission. Other duties as assigned. Required Minimum Qualifications:
- 2 years in an administrative support position
- Bachelor’s Degree
- 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.