Office Associate, SEAS

Western Kentucky University; Bowling Green (KY); On-site; USD 21,000 - 23,000; Full time

Job summary

Western Kentucky University (WKU) seeks an administrative support professional for the School of Engineering and Applied Sciences (SEAS) in Bowling Green, KY. The role works with the office coordinator, supports the Director, and helps students, faculty, and staff in SEAS with day-to-day operations and event coordination.

The position requires a High School Diploma or GED plus 2 years of clerical experience and proficiency in Microsoft Office.

Qualifications

• High School Diploma or GED equivalent, plus 2 years clerical experience
• Experience working in a team environment
• Proficiency in Microsoft Office

Responsibilities

• Provide Customer Service for SEAS Main Office (Fielding Walk-ins and Calls)
• Facilitate Graduate Assistant paperwork
• Manage the Scheduling of Tours with faculty and student ambassadors
• Review/[e-mail] email account
• Manage email lists for faculty/staff and students
• Review Travel Vouchers after completed by faculty
• Facilitate Foundation Reimbursement paperwork
• Process Driver Approval forms
• Manage student recruiting (schedule tours, recruiting events, email prospective students)
• Manage Events such as: SEAS Faculty and Staff Meetings, Advisory Board Meetings, Order of the Engineer, Tau Beta Pi, etc
• Maintain Advisory Board Lists
• Manage Publicity (web page, brochures, and swag)
• Manage Astra
• Process Key Requests
• Initiate/process Facilities Requests including Surplus
• Accreditation Assistance (scheduling and visit preparation)
• Order Office and Classroom supplies
• Facilitate Part-Time timesheet processes
• Manage Student Workers
• Process Undergraduate Student paperwork such as: icap, transfer, student appeals, catalog term change, withdrawal forms, class overload request, certificate forms, internship forms, DELO forms, etc.

Job description

Western Kentucky University (WKU) is a student-centered, applied-research institution committed to providing its students with a transformative academic and social experience and to elevating its surrounding communities. Founded in 1906, WKU is the third largest public four-year institution in the Commonwealth of Kentucky with approximately 16,293 students and nearly 2,612 faculty and staff employees.

Western Kentucky University is committed to empowering its campus community. At the heart of our mission, we seek to provide holistic education and employment experiences that prepare students, faculty, and staff to become effective scholars, contributors, and leaders in our ever-evolving communities.

Located 65 miles north of Nashville, TN, and just over 100 miles south of Louisville, KY, WKU's main campus is in Bowling Green, KY – a city with approximately 70,000 residents. Our population is ethnically diverse, with more than 85 languages spoken in and around Bowling Green, and people from 35 nationalities call our community home.

Western Kentucky University seeks to attract talented faculty and staff who are inspired individually to contribute to WKU's strategic plans and ongoing success. We offer comprehensive wellness and health benefits to employees and their families, including domestic partners and other qualified dependents and take pride in providing a workplace culture that supports balancing the responsibilities of work and family life. Paid-time off for holidays, vacation and sick leave, and a tuition discount program for employees and dependents are also provided. Learn more about WKU and Bowling Green at wku.edu/about.

Job Description:

The position is in support of the School of Engineering and Applied Sciences (SEAS). Nine undergraduate and two graduate programs are housed in SEAS. There are 46 faculty and staff members in SEAS and over 1400 students. In the SEAS office, two office staff support the operations of the school. This hire will work with the office coordinator to manage the operations of this office and support the Director. This position also provides support to students, faculty, and staff.

Duties and Responsibilities Include:

• Provide Customer Service for SEAS Main Office (Fielding Walk-ins and Calls)
• Facilitate Graduate Assistant paperwork
• Manage the Scheduling of Tours with faculty and student ambassadors
• Review/[e-mail] email account
• Manage email lists for faculty/staff and students
• Review Travel Vouchers after completed by faculty
• Facilitate Foundation Reimbursement paperwork
• Process Driver Approval forms
• Manage student recruiting (schedule tours, recruiting events, email prospective students)
• Manage Events such as:
  • SEAS Faculty and Staff Meetings
  • Advisory Board Meetings
  • Order of the Engineer
  • Tau Beta Pi, etc
• Maintain Advisory Board Lists
• Manage Publicity (web page, brochures, and swag)
• Manage Astra
• Process Key Requests
• Initiate/process Facilities Requests including Surplus
• Accreditation Assistance (scheduling and visit preparation)
• Order Office and Classroom supplies
• Facilitate Part-Time timesheet processes
• Manage Student Workers
• Process Undergraduate Student paperwork such as:
  • icap, transfer, student appeals, catalog term change, withdrawal forms, class overload request, certificate forms, internship forms, DELO forms, etc.

Requirements:

• High School Diploma or GED equivalent, plus 2 years clerical experience
• Experience working in a team environment
• Proficiency in Microsoft Office

Additional Information:

Hourly Range:$15.28-$16.40

Kentucky state law requires all public institutions of postsecondary education to conduct pre-employment criminal background checks to determine suitability for employment.

Western Kentucky University (WKU) is committed to a policy and practice of providing equal employment and educational opportunities to all individuals. In accordance with Title VI and VII of the Civil Rights Act of 1964, Title IX of the Educational Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, Revised 1992, and the Americans with Disabilities Act of 1990, no form of discrimination or harassment will be tolerated at WKU on the basis of race, color, ethnicity, national origin, creed, religion, political belief, sex, sexual orientation, gender identity/expression, marital status, age, uniformed services, veteran status, genetic information, pregnancy, childbirth or related medical conditions, or physical or mental disability in admission to career and technical education programs and/or activities, or employment practices.

Persons with disabilities, who need reasonable accommodations to participate in the application and/or selection process, may contact the Office of Institutional Equity at 270-745-5121 for assistance. To report concerns related to WKU's Discrimination and Harassment Policy, No. 0.2040 and/or WKU's Sex and Gender-Based Discrimination, Harassment, and Retaliation Policy, No. 0.2070, please complete the Discrimination, Harassment, and Retaliation Reporting Form. Additional information regarding Title IX, including contact information for the Title IX Coordinator and reporting options, is available on WKU's Title IX website.

For information related to job postings, application status, or the hiring process, please email [e-mail].