Senior Administrative Assistant, Department of Advanced Education Programs

Department

Advanced Education Programs

Job Posting Title

Senior Administrative Assistant, Department of Advanced Education Programs

Job Description

The position involves administrative and general office support duties along with specialized tasks, assisting the department chair and faculty. Duties will include communication, accounting and bookkeeping, assistance with personnel processes, public relations/marketing assignments, and data management. This position utilizes standard office tools and 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, and be well-organized and detail oriented.

 

* This is a fully on-campus, in-person position located at the Fort Hays State University main campus in Hays, Kansas.

 

Minimum Qualifications: This position requires a High School Diploma, or equivalent.

 

Preferred Qualifications:

• A bachelor’s degree in psychology, education, or a related field or four years of experience in lieu of degree
• Three to five years of experience in an office or administrative setting
• Supervisory or managerial experience
• 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, Google Docs/Sheets)
• Workday experience

 

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.
• Maintains budgetary 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 accounts between Workday and the office accounting process every month and provides monthly department account activity and balance reports to the chair.
• Assists the chair and program coordinators 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 program coordinators. Uses Outlook and other communication and scheduling tools.
• 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 the 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.
• Assists with updating the department website, creating social media posts/videos regularly, and creating brochures and other items to promote AEP programs. Much of this is done using Canva and social media platforms. Ability to use other programs such as Photoshop is a plus.
• Assists with recruiting and other events.
• Other duties as assigned by the department chair.

 

Benefits: To review our competitive benefit package, please visit FHSU Benefits.

 

Salary: $15.82/ hour

 

Priority Deadline: Review of applications will begin October 25, 2026 and continue until the position is filled.

 

Appointment Date: Start date to be determined after acceptance of an offer and completion of a criminal background check.

 

Application Process: To apply for this position, please visit FHSU Careers. Only electronic applications submitted through the webpage will be accepted.

 

Required Application Documents:  Applicants must submit a current resume.

 

If you have questions regarding the position, please contact:

Kimberly Chappell, Search Committee Chair

kechappell@fhsu.edu

785.628.4323

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: FHSU is committed to providing equal opportunity and access to its educational programs, employment, services, and activities in compliance with federal and state nondiscrimination laws. FHSU prohibits discrimination, harassment, and retaliation on the basis of race, color, national origin, ethnicity, religion, sex (including pregnancy, sexual orientation, and gender identity and expression), age, disability, genetic information, marital status, veteran status, or any other characteristic protected by applicable law in its programs, activities, admissions, or employment.

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.