Executive Assistant and Human Resources Generalist

WICHITA STATE UNIVERSITY; Wichita (KS); On-site; USD 49,000 - 55,000; Full time

Job summary

Wichita State University seeks an on-site HR administrative professional to support executive staff and provide HR services. The role coordinates department activities, reception, operations, and facilities to keep the office running smoothly.

The ideal candidate will handle HR inquiries, budget tracking, scheduling, and department coordination with professional communication and reliable judgment. This is a full-time, on-site position based in Wichita, KS.

Qualifications

• Provide professional, responsive customer service in person, by phone, and email.
• Ability to manage walk-in traffic, phone calls, and email with accuracy.
• Capable to handle constant interruptions and multitask while meeting deadlines.
• Gather knowledge across HR areas to answer questions and process standards.

Responsibilities

• Serve as HR office frontline; answer questions, route inquiries, and provide timely responses.
• Monitor and track department budget; coordinate budget-related tasks.
• Maintain executive schedules and arrange travel for leadership.
• Coordinate office functions: staff changes, continuity plan, training, supplies, and facilities.
• Resolve office problems independently and escalate when needed.

Skills

Customer service

Multitasking

Communication

Organizational skills

Office coordination

Education

High school diploma

Job description

Department: Human Resources

Campus Location: Wichita, KS - WSU Main Campus

Hire Type: Full Time

Pay: Range beginning $23.68/hr, adjusted based on qualifications

Work Schedule: Monday-Friday 8am-5pm, on site; work is performed on-site and in person.

Export Compliance Requirement: No export control requirement.

Job Story

We seek a professional that doesn't need a job with a predictable checklist, but prefers variety.

We’re looking for an adaptable, people-oriented professional who enjoys being at the center of an active office, supporting executive staff, helping employees, coordinating daily operations, and figuring out what needs to happen next. That means interacting with people across different roles and levels, supporting HR services, helping keep business operations organized, and making sure the office itself functions smoothly.

The ideal person for this role doesn't need someone standing over their shoulder telling them what to do next.

This is a role for someone who can walk into a busy morning with five priorities, discover three more by lunch, and still know what needs to get done by the end of the day. You can look at a situation, gather the information you need, determine what matters most, and make a sound decision. Because you'll interact with people constantly, professional communication and genuine people skills matter. When something unexpected happens, your instinct is to figure it out not wait for someone else to hand you the answer. You’re organized, but flexible. You can prioritize competing demands, switch gears quickly, and keep important details from falling through the cracks.

Who will thrive here?

You may come from an office management, HR, executive support, administrative coordination, or similar background. If you were the person running an office almost single-handedly, knowing who needed what, which deadline was approaching, and what problem needed solving before anyone else noticed it, you're already a step ahead of the rest. What matters most is that you're resourceful, organized, approachable, and comfortable with controlled chaos.

You can multitask without losing focus.

You can prioritize without being asked.

You can communicate with confidence.

Job Summary

Provides support in delivering HR services and administrative support to executive staff. Coordinates the office activities of a department including the reception area, business operations, and facilities.

Essential Functions

• Acts as a resource for employees regarding all HR-related inquiries, policies, and procedures including but not limited to, employee relations, performance management, talent acquisition, and operational processes, ensuring timely and accurate responses. Consults with other university offices as needed to resolve more complex questions.
• Provides ongoing monitoring and tracking of department budget.
• Maintains executive's schedule by planning and scheduling meetings, conferences, teleconferences, and/or making travel arrangements as well as manage incoming calls for executive phoneline.
• Coordinates all office functions including but not limited to administering staff changes, departmental continuity plan, training, supplies, equipment maintenance, repairs and renovations.
• Resolves office problems independently and facilitates solutions; confers with supervisor to resolve more complex situations.

Job Duties

• Department budget & purchasing- tracking of expenses, approvals, payment of invoices, purchase card reconciliations, expense submission, scheduling/coordinating travel plans/expenses, reporting for director
• Manage calendar, scheduling, rescheduling meetings, booking rooms
• Coordinator of HR office to include logistical & operational needs regularly. This includes but is not limited to equipment requests, organizing of schedules, orders, & additional projects.
• Triage all incoming traffic to the HR dept, through phone, email, & in person. Initial point of contact for issues/questions to be resolved for multiple areas of HR.
• Customer service is a priority as the first point of contact for the office.
• Utilize multiple university systems for processing of needs &/or requests.
• Process unemployment claims & documentation retrieval.
• Process employment verifications, DoD verifications & other similar requests.
• Acts as a member or support to other HR teams during peak seasons to mitigate influx of needs from the university during those times.

Required Education and Experience:

• High school diploma or equivalent
• Five (5) years of experience in human resources or related field; every 30 hours of college coursework may be substituted for one (1) year of experience.

Knowledge, Skills and Abilities:

• Provide professional, responsive customer service, both in verbal and written format.
• Priority focus given to customer experience in interactions with HR.
• Collaborative nature to connect all HR areas, as questions or issues often cross over.
• Ability to manage walk-in traffic, phone calls, email and assigned responsibilities.
• Ability to handle constant interruptions & multi-tasking while still able to meet deadlines & completion of work with accuracy.
• Gather knowledge of all areas within HR to provide first-line answers to questions and HR processes.
• Take initiative using professional judgement to create solutions that meet compliance and process standards.
• Capable to quickly learn various systems which are independent from each other to accomplish daily operations.

Preferred Qualifications:

• Prefer previous work experience with providing high volume customer service over the phone and via email.
• Prefer experience with budgeting for a department/organization.
• Prefer experience with unemployment, verification of employment, i-9s and revierifications.
• Experience within HR & knowledge of multiple HR realms.

Additional Information:

Working conditions for this position is on-site at WSU's main campus

Physical Requirements:

Ability to communicate with others and accurately exchange information. Frequent 60-90%

Ability to operate a computer and other office equipment including but not limited to phone, printers, copiers, and calculators. Frequent 60-90%

Ability to interpret effectively, accurately and impartially, both receptively and expressively. Frequent 60-90%

Ability to remain in a stationary position. Frequent 60-90%