Department: Physics

Campus Location: Wichita, KS - WSU Main Campus

Hire Type: Full Time

Pay: Range begins at $17.73 per hour and is commensurate with experience

Work Schedule: M-F 8:00 am to 5:00 pm

Export Compliance Requirement: No export control requirement.

Job Story

The Physics Department has an opening for an Administrative Specialist and provides a dynamic work environment with 11 faculty and over 20 graduate students that offers a variety of tasks and a supportive work environment. Physics at Wichita State is a vibrant and collaborative academic community working on cutting-edge research in many areas including astrophysics, particle, nuclear, and solid-state physics.

Job Summary

Performs a variety of professional and administrative duties that facilitate the operations of a function(s), program(s), and/or department(s).

Essential Functions

Supports the programs and services provided by the department(s) by performing varied or related processes which may include creating and maintaining databases and websites, monitoring, facilitating, and enforcing compliance with established criteria, guidelines and standards, etc. May coordinate, attend, prepare materials for and/or take minutes at meetings and special events. May prepare or assist in the preparation of budgets, grant applications, proposals, status reports and/or financial statements. May identify and pursue ways to improve the efficiency and effectiveness of administrative procedures used by students, faculty, visitors and staff. May order and maintain sufficient inventory of office supplies and equipment. May be assigned to lead, assist, coordinate or support special projects as needed.

Job Duties

• Building class schedules
• Handling departmental emails, phone calls, and inquiries from students, prospective students, and external partners.
• Organizing important documents, such as course syllabi, research proposals, grant applications.
• Helping plan departmental events, such as seminars, conferences, and social gatherings.
• Assisting with processing purchase orders, tracking departmental budgets, and handling reimbursements for faculty and staff.
• Providing administrative support for students, including assisting with course registrations, managing exam schedules, and directing them to the appropriate resources within the department.

Required Education and Experience:

• High school diploma or equivalent
• Two (2) years of experience in general office, clerical, administrative support or related field

Required License/Certifications/Training:

None

Knowledge, Skills and Abilities:

• High level of service orientation, with outstanding customer service skills and attitude; must be able to interact with students, faculty, staff, and the public in a friendly and professional manner.
• Effective written/verbal communication skills along with critical thinking ability to interpret and respond to diverse groups of people in various situations.
• Ability to exercise appropriate personal initiative and accountability with exceptional follow-through, attention to details, and track and meet deadlines. Strong time management, organizational and record keeping skills.
• Demonstrated proficiency with word processing platforms, including Microsoft Office (Word, Excel, Outlook, PowerPoint, mail merges, etc.); accurate typing skills; ability to quickly learn new software.
• Strong commitment to promoting higher education, Wichita State University, and Physics to current and prospective students.

Physical Requirements:

Ability to remain in a stationary position. Ability to operate a computer and other office equipment including but not limited to phone, printers, copiers, and calculators. Ability to communicate with others and accurately exchange information.