Office Specialist V

The College of Agriculture at Kansas State University seeks a detail-oriented Office Specialist to provide programmatic and general administrative support to the Academic Programs Associate Dean and other Assistant Deans within the Academic Programs department. The Office Specialist V ensures the smooth day-to-day operations of the unit. This position will provide program/project management support.

Duties/Responsibilities:

• Provide high-level administrative support to the Academic programs Associate Dean, Assistant Deans, and other unit leadership, exercising discretion and confidentiality with sensitive information.
• Assist other Office Specialists and Administration as needed.
• Oversee daily operations of the Academic Programs front office, ensuring a professional, organized, and customer-focused environment for students, faculty, staff, and visitors.
• Manage communication, documentation, and correspondence for college-level projects and initiatives.
• Coordinate complex scheduling and calendars for administrators, including meetings, travel, and event logistics.
• Maintain records, shared calendars, contact databases, and office signage in accordance with university policy.
• Manage the unit's main phone and email accounts, providing accurate, timely responses and directing inquiries appropriately.
• Prepare and distribute reports, communications, and materials that support college initiatives and student success efforts.
• Maintain and update digital signage in Waters Hall and oversee conference room reservations for Academic Programs and other campus units.
• Assure deadlines and recurring tasks assigned to the Administrative Team are completed on schedule.
• Coordinate purchasing and inventory management for the unit, maintaining appropriate records and ensuring compliance with university policies.
• Serve as a designated delegate in Concur, preparing travel requests, expense reports, reimbursements, and purchasing card transactions for assigned administrators.
• Support new employees in obtaining Business Procurement Cards (BPCs) and assist with form submission, training, and liaison communication with university offices.
• Manage monthly reconciliations for purchasing cards and departmental grocery-based transactions.
• Collaborate with the Dean's Office Business Manager on reconciliation, procurement, and budget-related compliance.
• Oversee ordering and distribution of office supplies, keys, business cards, and nameplates for staff and student employees.
• Coordinate facility, IT, and Telecom service requests to support smooth office operations.
• Track and reconcile vehicle check-out logs, fuel receipts, and maintenance requests for assigned unit vehicles.
• Support student engagement, recruitment, and academic initiatives through event planning and coordination.
• Schedule and reserve event space, arrange catering, prepare materials, and assist with invitations and communications.
• Provide on-site event support including setup, takedown, and vendor coordination as needed.
• Collaborate with academic staff and administrators on course scheduling and other college-wide academic support projects.
• Provide occasional front-desk coverage for the Advising Center to ensure uninterrupted student service.

We're proud to be recognized as one of the nation's top ag schools. It's an outgrowth of our dedication to advancing the science of agriculture and the art of teaching. Our faculty truly care about students, colleagues and the world we serve. Every day, we put our hands and minds together to work on better ways to achieve sustainability, feed billions, build agribusinesses and improve lives with thoughtful, well-researched use of plants, animals, numbers and words. Visit our website to learn more, https://www.ag.k-state.edu/

This position is On-site.

All employees must reside in the United States when they begin working to comply with state law. K-State is unable to provide remote or hybrid work opportunities for residents of the state of Idaho.

Minimum Qualifications:

• Requires four years of relevant experience.
• Requires a valid driver's license.

Preferred Qualifications:

• Bachelor's degree
• Ability to communicate effectively, both orally and in writing
• Ability to maintain effective working relationships with external stakeholders, government officials, university administrators, faculty, and staff
• Attention to detail
• Ability to successfully plan meetings and events for internal and external stakeholders
• Experience in assisting with communications strategies and implementation
• Proven ability to work effectively independently and in groups
• Demonstrated ability to use Microsoft Suite
• Ability to prioritize tasks, manage multiple responsibilities simultaneously, and maintain confidentiality.
• Ability to learn and utilize university systems, including Concur and room scheduling tools.

Sponsorship eligibility:

Candidates must be legally authorized to work in the U.S. on an ongoing basis without sponsorship

Please submit the following documents:

1. Resume
2. Cover letter
3. Contact information for three professional references

Applications close on: December 2, 2025

$21.88 - $28.96 per hour