Fort Hays State University

Department

Applied Business Studies

Job Posting Title

Senior Administrative Assistant, Department of Applied Business

Job Description

Position involves administrative and general office support duties along with specialized tasks, including providing assistance to the departmental chair and faculty. Duties will include public relations/marketing assignments, communication, accounting and bookkeeping, assistance with personnel processes, and data management. This position utilizes standard office tools, technology, and will supervise and provide leadership to student employees. A successful candidate needs to be able to take the initiative, manage tasks simultaneously, work independently as well as in a team, possess strong communication skills, be well organized, and detailed oriented.

MINIMUM QUALIFICATIONS: This position requires a High School Diploma or equivalent, as well as three to five years of experience in an office or administrative setting. Supervisory or managerial experience required.

PREFERRED QUALIFICATIONS:

• Two-year college or technical degree in Business Administration or a related field
• Customer service skills/experience
• Marketing skills/experience (i.e., social media, Canva, website editing)
• Superior written communication skills
• Highly proficient with Microsoft Office applications (Outlook, Word, Excel, Teams)
• Workday experience

PRIORITY DEADLINE: November 26, 2024. Review of applications will continue until the position is filled. 

SALARY: $15.03 per hour plus benefits package. 

START DATE: This position has a potential start date of December 9, 2024 or January 6, 2025.

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

RESPONSIBILITIES:

• Communicates with students, faculty, staff and administrators on a daily basis, sometimes regarding confidential issues. The Senior Administrative Assistant is the primary contact person for students, faculty, and staff who come into the office, email, message on Microsoft Teams, or telephone the office for information. The individual hired must be able to communicate with individuals of various backgrounds and temperaments on a daily basis.
• The ability to create marketing pieces is important. The position assists with updating the department website, creating social media posts/videos regularly, creating brochures, and other items to promote the department and programs. Much of this is done using Canva and social media platforms. Ability to use other programs such as Photoshop is a plus.
• Maintains all budgetary accounts including grants and FHSU Foundation accounts. Prepares payment vouchers, travel authorizations, travel payment vouchers, and purchase requisitions through Workday. Classifies and records transactions and identifies and resolves discrepancies and any other related transactions. Reviews purchase orders, vouchers, bills and forms to approve merchandise or reimbursements or to make payment for goods or services.
• Reconciles all department accounts between Workday and the office accounting process every month and provides monthly department account activity and balance reports to chair.
• Assists chair with correspondence, spreadsheets, and documents.
• Assists department chair with ensuring schedules for on-campus and online classes, including resolving room conflicts, are submitted accurately, timely, and adhering to FHSU deadlines. Submits course approval forms for online and on-campus classes.
• Assists in the planning, coordinating, and scheduling of meetings for the chair. Uses Outlook and other communication and scheduling tools.
• Maintains inventory and orders office supplies and equipment as needed. Coordinates the maintenance of office equipment. Orders and purchases supplies and equipment as necessary.
• Interviews, selects, coordinates, supervises, evaluates, and mentors student employees. Maintains records, payroll, and hiring of all student employees. Sets work schedules of student workers in consultation with chair each semester; establishes priorities and delegates work assignments and reviews completed work of student employees for accuracy.
• Makes travel and lodging arrangements, reimbursement for faculty travel, and candidate interview travel.
• Assist with recruiting and other events.
• Other duties as assigned by the department chair.

APPLICATION PROCESS: To apply for this position, please visit https://fhsu.wd1.myworkdayjobs.com/CAREERS. Only electronic applications submitted through the webpage will be accepted.

REQUIRED APPLICATION DOCUMENTS: Applicants must submit a cover letter, resume, and names and contact information for three professional references.

Applicant documents should be submitted in one PDF.

If you have questions regarding the position, please contact:

Name: Stacey Smith

Email: slgsmith@fhsu.edu

Phone: 785-628-4696

ABOUT THE DEPARTMENT:

The Department of Applied Business Studies (ABS) is one of four departments in the Robbins College of Business and Entrepreneurship at FHSU and offers outstanding undergraduate and graduate instruction. Currently, the degrees and majors offered by the department are a BBA in Marketing, a BS in Business Education, and a BS/BBA in Tourism and Hospitality Management. All of these degrees are offered through online and face-to-face instruction. The department is involved in international partnerships. Additionally, the department contributes to teaching Marketing courses in the college’s MBA program.

ABOUT THE COLLEGE:

The college consists of four departments: Applied Business Studies; Economics, Finance, and Accounting; Informatics; and Management and consists of more than 50 full-time faculty supported by key staff. In addition to a wide range of undergraduate programs, it has a Master of Business Administration program and offers Master of Professional Studies degrees in Human Resource Management and varying areas of Informatics as well as graduate work in the area of Corporate Communications and Business Education. The RCOBE is housed in the historic, but recently remodeled McCartney Hall and Hammond Hall. In addition to on-campus offerings, the college offers several undergraduate and graduate degrees on-line. It also participates in joint degrees with two partner universities in China as well as other international partnerships. Website: http://www.fhsu.edu/rcobe/

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.