Position Title: Office Coordinator

Department: Ctr Student Success and Retention

Advertised Pay: Base $18.54/hour with potential for a higher entry rate commensurate with experience

Campus Location: Washburn University

Application Deadline: Application review will begin as applications are received and will continue until the position is filled. Applicants can be assured of full consideration if submitted by September 27, 2026.

Position Summary:

This position is responsible for providing elevated administrative support and coordination for multiple Center for Student Success & Retention (CSSR) offices, with a particular focus on Retention and On-Time Graduation. This position requires a high level of service, effective communication skills, the ability to exercise good judgment in a variety of situations, and exceptional organizational and administrative skills. The position is responsible for streamlining office procedures to support the holistic student lifecycle of undergraduate students. Also serves as a liaison between the CSSR and other academic departments, offices, and staff.

About Washburn University:

Washburn University is a teaching-focused, student-centered, public institution located in the metropolitan setting of Topeka that has earned national recognition for its high-impact programs for first-generation students. Washburn has a student body of just over 7,000 students, a significant and growing number of whom are first-generation and Pell-Grant eligible. The University has created educational pathways for all students to be successful and achieve their educational goals.

Washburn is dedicated to recruiting and retaining a dynamic faculty, staff, and student body and cultivating a robust learning and working environment and curriculum. We employ more than one thousand faculty and staff on our campuses throughout Topeka and strive to offer competitive wages, an excellent benefits program, and a supportive culture and a healthy work/life balance. Washburn seeks to create an environment that reflects our core values for creating positive IMPACT: inclusion, modernization, partnership, achievement, community and transformation. In 2024, Washburn was recognized as one of the best colleges in the nation to work for, according to Great Colleges to Work For® program.

Essential Functions:

This position provides the following essential functions for Academic Advising, Success Coaching, First-Year Experience, First-Generation Programs, STAR Program, Academic Testing, Tutoring, and other CSSR programs.

• Coordinate staff meetings, contribute to planning and scheduling.
• Organize and schedule meeting space, catering, notify participants, prepare meeting materials, take meeting notes, and provide follow-up information.
• Organize training sessions to promote staff development as requested.
• Coordinate campus advisory meetings connected to the retention and on-time graduation of undergraduate students. Assist with planning the agenda and creating minutes.
• Assist department team members and other university representatives in executing special events and/or programs that facilitate the successful onboarding, retention, and graduation of undergraduate students.
• Play a coordinating role in New Student Orientation advising for Exploratory students and other special populations.
• Play a coordinating role in special Advising and enrollment initiatives.
• Coordinate tutoring services for undergraduate students through Navigate. Receive referrals, triage tutoring needs, liaise with departmental tutoring, develop and execute communication plans for students in need of tutoring, and manage Tutoring Cases in Navigate.
• Provide high-level administrative support for pre-college programming (eg: Senior Academy, Ichabod Success Institute).
• Provide high-level administrative support for FYE Programming (eg: Peer Education, teaching team initiatives, event planning).
• Aid in the creation of monthly unit activity reports for the CSSR/University Libraries.
• Work closely with Enrollment Management to help coordinate CSSR initiatives within New Student Orientation and Transfer Student Orientation.
• Aid in the planning and coordination of special CSSR events, including: FYE Scholars, FYE Debate, iRead, Kansas Book Festival, and the Hefner Heitz Kansas Book Award.
• Identify and reserve facilities and make other arrangements to ensure sufficient space is available to accommodate all participants and that the site is adequately prepared and equipped (e.g., technology, menu planning, seating arrangements).
• Provide reception and administrative assistance for the CSSR and respond to all visitors, requests, and inquiries, or refer individuals to other staff or departments as appropriate.
• Schedule and check in students seeking academic advising and other CSSR services efficiently and effectively according to unit policies and processes.
• Provide accurate, current, and relevant information about department initiatives and programs.
• Deliver high-level administrative support for the CSSR Directors. Schedule appointments and maintain their electronic calendars to facilitate scheduling.
• Responsible for handling or overseeing the completion of all clerical and administrative support activities.
• Provide students with guidance on how to schedule different types of examinations (eg: CLEP, DSST & Departmental), liaising with Academic Testing and Washburn Tech as needed.
• Monitor and assist with fiscal administration. Areas of responsibility include supply orders and assisting the department with Concur reports and transactions.
• Assist with creating payment vouchers and purchase orders to purchase goods and services necessary to CSSR unit operations.
• Contribute to process development to impact the efficiency of the workflow (e.g., create flow charts and databases).
• Contribute to quality assurance and improvement for the departments.
• Maintain CSSR files according to the Unit’s Record Retention policies.
• Onboard, train, and supervise student employees.
• Perform other job-related duties as assigned or as appropriate.

Required Qualifications:

• Bachelor’s degree or a combination of post-secondary education and additional administrative support experience equivalent to a degree.
• Demonstrated effective customer service orientation, analytical, and organizational skills.
• Demonstrated ability to foster a respectful, welcoming, and professional environment for students, parents, faculty, and staff.
• Proven effective organization, time and event management, and collaboration skills.
• Demonstrated effective Microsoft Office skills.

Physical Requirements:

• Constant interruptions.
• Pushing and pulling, and visual acuity.
• Occasionally lift, carry, push, pull, or otherwise move objects of light to moderate weight.
• Work at a computer.

Preferred Qualifications:

• At least 6 months of employment expertise comparable to the position.
• Experience with ERP and CRM software in an educational environment.

Special Instructions to Applicants:

The interview process will require completing a skills assessment to determine candidates’ proficiency in the software and skills needed to perform the position's essential functions. The information will be provided to selected candidates during the interview process.

Hourly, Full-time, Mon-Fri, 8am-5pm

Background Check Required