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Graduate School
Kansas State University
103 Fairchild Hall
Manhattan, KS 66506

785-532-6191
800-651-1816 (toll free)

785-532-2983 fax
grad@k-state.edu

Employment Opportunities

 

General Description of Position:

 The position exists to assist with the Graduate School admissions process. The primary objectives are to assist and/or evaluate international or domestic applications, prepare I20’s for shipment to students, assign advisors, check and record transcripts, assist with check in for international students and linking in INOW. The person in the position must be able to use the

tools and knowledge to answer numerous admission questions that come up, must be able to adapt to change because the admissions process is constantly changing with new rules being added and procedures and must have the ability to conduct themselves professionally in all situations.

 

The person in this position must be professional in all situations, knowledgeable of all aspects of graduate study, have superior communication skills to determine what is needed and provide information clearly and concisely; must be able to determine if serious problems are developing with a visitor and the best course of action to be taken. Incumbent must be able to

analyze our procedures and suggest changes to be made through the constant interactions with clients of the Graduate School. As the primary contact with most visitors and over the telephone, this person is largely responsible for the impression that others have of the Graduate School and therefore, must provide quality service that is the primary goal of the Graduate School. This person has the responsibility to defuse as many difficult situations as possible, and conversely, could be responsible for creating serious problems if incorrect information is dispensed or if communication is ineffective or irresponsible.

Information about the Department:

 Kansas State University offers graduate degrees and certificates on all three campuses: Manhattan, Salina and Olathe. Students earn degrees on campus, online or through a combination of the two.

Diversity and Inclusion:

Kansas State University embraces diversity, and promotes inclusion in every sector of the institution. The university established the Office of Diversity, led by the associate vice president for diversity and a dedicated staff.  Additionally, each college has a designated Diversity Point Person to provide insight and guidance.  

Kansas State University received the prestigious Higher Education Excellence in Diversity, or HEED, award from Insight Into Diversity magazine for the past three years.  Multicultural students account for 15 percent of our student population, a university record and continuing trend.

Job Description:

 # 1 Essential ☐ Marginal ☐ % of Time: 40

Assist with applications for admission to graduate study, exercising independent judgment to determine those which meet admission criteria and those which do not. Activities include evaluation of transcripts, posting, Eship global: 120; Assigning Advisors, linking (Inow) and checkin

international students and collect materials. Refers to the Associate Dean on

applications that may need an exception from admission standards. Communicates with graduate program directors regarding applications as necessary. Prepares letters of admission for the applicants. Is trained on and assists with international applications if needed.

Review is done periodically by the supervisor for effectiveness of processes or if problems

arise.

# 2 Essential ☐ Marginal ☐ % of Time: 50

 

Serve as initial and primary contact for the department in providing program information to all visitors to the Graduate School, including the interpretation of procedures as outlined in the GRADUATE HANDBOOK, the  GRADUATE CATALOG, and various forms and guides, and in responding to questions from students, staff in all departmental offices, administration

and visitors. Provide information to help ensure that all university graduate programs comply with Graduate School standards. Determine priority of clientele requests in order to serve the public better and help make staff members more efficient; ascertain nature of the need or problem and either respond to it personally or direct it to the appropriate staff member. This

task requires thorough knowledge of all aspects of the Graduate School rules and guidelines so as to avoid or mitigate problems for students and faculty and communication skills well developed for interacting with diverse individuals. Responsible for maintaining general Graduate School email account. Other general office duties as required and assigned to include, but not limited to, posting final exam results and address changes on KSIS, distribution of information and forms to students and departments. Provide support as needed to other staff members during peak periods (e.g. commencement and enrollment). Reviews and recommends technological and procedural changes to ensure compliance with policy and improve work processes.

Review is done periodically by the supervisor for effectiveness of processes or if problems arise

 

# 3 Essential ☐ Marginal ☐ % of Time: 5

Review student records to ensure accuracy and currency of records discontinued if necessary by using knowledge of student information system and Graduate School databases which maintains records of approximately 20,000 students. Access university and network databases and information services. These tasks require skill in relational databases and involve the use

of People Soft (HRIS) Campus Solutions (KSIS). Examples include recording of student records and access for commencement purposes and providing data for reduced course load and program extensions for students.

Review is done periodically by the supervisor for effectiveness of processes or if problems arise.

 

# 4 Essential ☐ Marginal ☐ % of Time: 5

Ensure that all off campus and university mail addressed to the Graduate School is routed and distributed appropriately by processing materials using knowledge of staff functions and program activities. Responsible for maintaining accurate information on Graduate School’s bulletin boards by updating as needed. Other general office duties as required and assigned to include, but not limited to, posting final exam results and address changes on KISIS, distribution of information and forms to students and departments. Provide support as needed to other staff members during peak periods (e.g. commencement and enrollment). Reviews and recommends technological and procedural changes to ensure compliance with policy and improve work processes. Gathering and disturbing mail.

Review is done periodically by the supervisor for effectiveness of processes or if problems arise.

Required Minimum Qualifications:

 Four years of experience in general office, clerical, or administrative support work, education may be substituted for experiences as determined relevant.

Preferred Qualifications:

 Bachelor's Degree

Physical Activities and Environmental Conditions:

 Multiline telephone, personal computer, word processing, databases and office management software (Windows, Microsoft Office including Word, Access and Excel), laser printers, the university student information system (KSIS), copy machines and fax machines. The telephone student information system, personal computer word processing and office management software and printer are used daily. The other equipment is used at least weekly.

Special Instructions to Applicants:

 Please send an letter of interest, resume and three references.

Screening of Applications Begins:

 

Salary Range / Pay Rate:

 

Equal Employment Opportunity:

Kansas State University is an Equal Opportunity Employer of individuals with disabilities and protected veterans and actively seeks diversity among its employees. Equal Employment Opportunity is the Law

Background Screening Statement:

In connection with your application for employment, Kansas State University may procure a Background Screen on you as part of the process of considering your candidacy as an employee.