Administrative Specialist, College of Arts, Humanities, and Social Sciences

Department

College of Arts, Humanities & Social Sciences

Job Posting Title

Administrative Specialist, College of Arts, Humanities, and Social Sciences

Job Description

The Administrative Specialist provides comprehensive administrative support to the dean, assistant dean, professional advisors, and administrative assistants of the College of Arts, Humanities, and Social Sciences. Duties include office management, administration of college-related communications, record management, and assistance with public relations and special projects. A successful candidate will be self-motivated, work independently, anticipate needs proactively, and have excellent organizational and interpersonal skills.

A high level of professionalism and discretion in handling sensitive information is essential.  

Fort Hays State University and the College of Arts, Humanities, and Social Sciences are committed to building an inclusive environment for our students, faculty, staff, and community stakeholders.

Minimum Qualifications: High school diploma, or equivalent, with a minimum of one to two years of experience in an office or administrative support position.

Preferred Qualifications: Bachelor’s degree with at least three years of relevant experience; experience overseeing multiple budgets, reconciling accounts, and processing financial transactions; proficiency with computers and Microsoft Office Suite programs (e.g., Excel, Outlook, Word, PowerPoint).

Application Deadline: Priority deadline is June 17, 2025. Screening of applications will begin after the priority deadline and continue until the position is filled.

Salary: $15.54 per hour plus benefits

Benefits: To view Fort Hays State University’s competitive benefits package visit FHSU Benefits.

Responsibilities:

• Communication and Coordination
  • Coordinate communication between the Dean's Office and the college’s academic schools, departments, and programs.
  • Plan, coordinate, and arrange meetings with multiple agencies and individuals.
  • Provide support and guidance to school, department, and program chairs and administrative assistants.
• Technology and Social Media Management
  • Maintain and update the College of Arts, Humanities, and Social Sciences’ social media sites, digital signage, and webpages to ensure accuracy, currency, and effective messaging.
  • Develop proficiency in Workday, the university’s online platform for managing accounts, processing financial transactions, coordinating travel arrangements, and managing employee tasks.
• Records and Data Management
  • Maintain an organized system of data management and record-keeping to be shared with the dean, assistant dean, and other stakeholders.
  • Collect and analyze data to support informed decision-making at the college level.
• Office Operations
  • Oversee the procurement, stocking, and maintenance of office supplies and equipment.
  • Process and coordinate travel for the dean and other personnel within College of Arts, Humanities, and Social Sciences.
• Financial
  • Perform bookkeeping tasks including preparing vouchers, billing, recording transactions, and researching and resolving discrepancies.
  • Monitor and manage budgets including processing purchases and reconciling accounts.
• Human Resource Support
  • Participate in interviewing, selecting, and orienting new employees.
  • Hire, train, and supervise student workers employed in the Arts, Humanities, and Social Sciences Dean’s Office.
  • Prepare personnel documentation and maintain accurate employee records.
• Projects and Events Management
  • Plan and coordinate special projects and events including securing venues, inviting participants, and arranging necessary materials.
  • Ensure that events follow institutional rules and regulations.
• Confidential Correspondence
  • Compose and prepare correspondence of a sensitive and confidential nature.
  • Maintain the security and integrity of sensitive documents and information.
• Policy and Compliance
  • Develop a thorough understanding of Fort Hays State University and State of Kansas purchasing, travel, and administrative procedures and policies.
  • Practice effective time management and prioritize tasks.
  • Demonstrate professionalism, discretion, and reliability.

Application Process:

To apply for this position, please visit