Job Information
Kansas State University Office Specialist II in Manhattan, Kansas
This job was posted by https://www.kansasworks.com : For more information, please see: https://www.kansasworks.com/jobs/13033314
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rOffice Specialist II
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rAbout This Role:
This position\'s main purposes are to serve as the specialist assisting the head of the department with primary functions and fulfill departmental organizational needs.
Overview of Job Responsibilities:
Administrative Assistant:
Assist Department Head and administrators regarding sensitive information and confidential matters
Coordinate day-to-day activities to relieve Department Head of routine matters
Schedule appointments and conferences for Department Head; maintain online calendar
Screen calls and mail to Department Head and refer to appropriate personnel if needed
Oversee office functions and procedures
Review and recommend procedural changes as needed.
Reappointment, Tenure, Promotion, and Graduate Faculty Certification:
Update and maintain departmental Academic Personnel Calendar
Post faculty meeting dates and special events information
Request material from faculty regarding reappointment, mid-tenure, tenure/promotion, etc.
Notify Personnel Advisory Committee when material is available for review
Process confidential records and send completed files to Dean\'s office
Process Sabbatical Leave requests and final reports.
Departmental Speakers Program and Awards:
Assist with speaker program details
Correspond with speakers regarding visit arrangements; make hotel reservations, etc.
Post colloquia notices on Localist and K-State Today
Notify other departments of Distinguished Lecture information
Create fliers and posters to advertise Distinguished Lectures to other Universities
Organize and purchase supplies for colloquia receptions
Create and maintain files for departmental and University Awards
Gather information and create the flier and brochure for the Department banquet.
Curricular Matters:
Assist with line schedule drafts and update offerings each semester
Gather information and special requests from faculty/GTAs regarding their teaching requests
Assist Department Head in completing teaching assignments
Assess enrollment capacity daily during open enrollment and notify Department Head of any issues
Liaison with Dean\'s office regarding enrollment
Notify faculty of low enrollment courses so they can recruit students
Notify students that are on the wait list of open sections of a course
Notify enrolled students of sections that are closed due to low enrollment
Request help to cover classes for absent faculty/GTAs when necessary
Request textbook information and disseminate information to Union Bookstore
Liaison with publisher representatives for requesting desk copies
Complete open/alternative textbook survey each semester to receive initiative funding
Gather information and update content in the Undergraduate and Graduate catalogs
Create and process Curriculog forms; department contact for Curriculog approval
Coordinate credit by exam and quiz out requests
Generate memos to GPAC regarding GTAs wanting to take reading courses.
Unclassified Open Positions:
Process advertisements for open unclassified faculty and post-doc positions on MathJobs
Correspond with unclassified job candidates regarding interview arrangements
Create candidate interview schedules
Post candidate lecture notices on Localist
Create interview packets for unclassified candidates
Maintain files regarding INS applications/materials
Other Misc. Duties:
Building manager: Liaison with custodial staff and Facilities regarding Cardwell Hall
Inform Math and Physics departments, and Math/Physics Library of maintenance issues
Maintain schedule for Math Department Conference Room
Liaison with Biochemis ry Department regarding schedule for the conference room in Burt 204
Liaison with Key Control; maintain department master keys; process all Department key requests
Organize events, purchase supplies, prepare refreshments for Department gatherings
Order coffee supplies and deposit funds to pay invoice
Office machine maintenance
Complete Department space inventory and fixed asset listing
Miscellaneous duties assigned by Department Head
Why Join Us:
Kansas State University offers a comprehensive benefits package that includes health insurance, life insurance, retirement plans, paid time off - vacation, sick, and holidays. To see what benefits are available, please visit: https://www.k-state.edu/hcs/benefits
We Support Diversity and Inclusion:
Kansas State University embraces diversity and inclusion. The university actively seeks individuals who foster a collegial environment and cooperative interactions with coworkers, students, and others. The Universi