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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