Office Specialist II

Location
Kansas
Posted
May 10, 2017
Institution Type
Four-Year Institution
 

General Description of Position:

The Department of Communication Studies is seeking applicants for a full time Office Specialist Ii.  This position provides administrative support to the Department Head, faculty, staff and students as it pertains to policy and procedures.  The incumbent will provide competent and comprehensive administrative support in the areas of public relations, communication, information technology, enrollment and course scheduling for graduate and undergraduate programs and studies, daily department program administration, and data processing.

Information about the Department:

The Department of Communication Studies is a growing department that values community.  Our classes generally have fewer than 25 students, faculty advise students from day one until graduation, and we proudly support nationally competitive debate, forensics and mock trial teams. Students have opportunities to apply their knowledge and hone their communication skills by participating in our internship program, research practicums, study abroad experiences or student clubs.

The communication studies faculty includes scholars trained at the best doctoral programs and coaches from the top-ten ranked programs in the country. Our faculty members are known for their excellence in the classroom while also conducting original research. Moreover, the faculty has extensive professional training in communication coaching, argument, public speaking, facilitation, mediation and message framing.

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 president 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:

Administrative Support:  Administrative Support: Provides high-level administrative support to the Department.  Answers telephone and general questions, receives and appropriately handles incoming email (Communication Studies) and mail, directs visitors/potential majors/minors to appropriate faculty and staff. Prepares correspondence and miscellaneous printed materials related to Community Studies 105/106, faculty/GTA and student handbooks, office hours, copy codes and departmental policies and procedures. Orders and maintains office/faculty supplies Maintenance knowledge of department, college, university and state regulations and procedures.

Academic Support:  Manages Advising Assignments in KSIS, working knowledge of the KSIS student information system including the ability to run reports, “quick enroll” students during enrollment days, and provide basic data entry in back-up support of the Communication Studies Department. Maintain the Communication Studies Majors & Minors data base via FileMaker Pro. Approve Minors for graduation. Verify if all end of the semester grades are entered into KSIS for approval. Provide assistance to Graduate Coordinator and prepare recruiting materials for Graduate Students.

Event Coordinating: Coordinates details of events such as faculty retreat, University Open House, Major/Minor Fairs, NCA, Alumni Reception, and Awards Celebration and Department Colloquiums. Booking location and catering. Edit and design promotional materials. Send out invitations.  Handles Alumni, donor relations, plans advisory council meeting and send correspondence to donors. Coordinated with New Student Services to schedule campus visits with potential Communication Studies, Debate and Forensics Students. Maintains departmental calendar for department events, deadlines relative to grade reporting advising/enrollment, campus visits, teacher evaluation, and University functions. Coordinates details of events such as faculty retreat, University Open House, Major/Minor Fairs, NCA, Alumni Reception, and Awards Celebration and Department Colloquiums. Booking location and catering. Edit and design promotional materials. Send out invitations.  Handles Alumni, donor relations, plans advisory council meeting and send correspondence to donors. Coordinated with New Student Services to schedule campus visits with potential Communication Studies, Debate and Forensics Students. Maintains departmental calendar for department events, deadlines relative to grade reporting advising/enrollment, campus visits, teacher evaluation, and University functions.

Public Relations:  Develop content revolving around the Communication Studies Department and Team accomplishments. Manage and update the social media sites and departmental website. Manage and produce the departmental newsletter.

Student Supervision:  Recruits, trains, supervises and evaluates student employees. Provides initial and ongoing training to student employees, modeling professionalism by demonstrating effective office processes, policies and practices pertaining to K-State University. Coordinates daily work assignments to ensure assigned work is completed accurately and in a timely manner. Remains current with university s policies regarding the supervision of hourly student employees. 

Required Minimum Qualifications:

One year of experience in general office, clerical and administrative support work.  Education may be substituted for experience as determined relevant by the agency.

Preferred Qualifications:

Ability to communicate effectively, both oral and written. 

Ability to work with little or no direction and stay up-to-date with university and department policies/procedures. 

Knowledge of computers, office equipment, software and operating systems. 

Knowledge of all aspects of office processes, including but not limited to records and data management, public relations, proofreading, copying and filing. 

Ability to complete data, design and maintain effective databases and spreadsheets. 

Ability to build and organize media flyers and brochures.

Physical Activities and Environmental Conditions:

Work requires repetitive movements to operate electronic equipment:  Computer, printer, calculator, multi-line telephone and voice mail, scanner, fax and copy machine.  All are used daily.  Software:  Acrobat, Microsoft, KSIS are all used daily.

Special Instructions to Applicants:

Submit application, letter of interest and resume. Applicants will need to upload a cover letter addressing qualifications and skills related to the position, a resume or curriculum vita listing education and employment history and three professional references including name, address, phone number (cell number if appropriate) and email address. Questions about the position can be directed to the Department of Communication Studies at 785-532-6875 or commstudies@k-state.edu.

Screening of Applications Begins:

 May 15, 2017, but will be posted until position is filled.

Salary Range / Pay Rate:

 $26,272 to 28,309

Equal Employment Opportunity:

Kansas State University is an Equal Opportunity Employer of individuals with disabilities and protected veterans and actively seeks diversity among its employees. Equal Employment Opportunity is the Law

Background Screening Statement:

In connection with your application for employment, Kansas State University may procure a Background Screen on you as part of the process of considering your candidacy as an employee.