Important Recruitment Information for this vacancy

Agency Information:

Laid out on a 78-acre campus, Larned State Hospital (LSH) is the largest psychiatric facility in the state serving the western two-thirds of Kansas with nearly 1,000 employees and the capacity to treat more than 450 patients daily, 24-hours a day, seven days a week. LSH is accredited by The Joint Commission (TJC) and certified by the Centers for Medicare and Medicaid Services (CMS).

https://www.kdads.ks.gov/state-hospitals-and-institutions/larned-state-hospital

About the Position

Classified/Unclassified Service: Unclassified

Full-Time/Part-Time: Full-Time

Regular/Temporary: Regular

Work Schedule: M-F 8-5

Eligible to Receive Benefits: Yes

Veterans' Preference Eligible: Yes

Search Keywords: Sr. Admin.

Compensation: $17.56/hour

TEMPORARY additional pay of $2.50/hr for every hour worked.

$1,000 Sign-On Bonus after 90 days of employment for any new hire.

• Salary can vary depending upon education, experience, or qualifications.

Employment Benefits

Comprehensive medical, mental, dental, vision, and additional coverage

Sick & Vacation leave

Work-Life Balance programs: parental leave, military leave, jury leave, funeral leave

Paid State Holidays (designated by the Governor annually)

Fitness Centers in select locations

Employee discounts with the STAR Program

Retirement and deferred compensation programs

Visit the Employee Benefits page for more information…

Position Summary & Responsibilities

Position Summary:

The Senior Administrative Specialist provides advanced administrative and program coordination support to the Clinical Program Director, Social Work, and Activity Therapy, as well as the Psychology Internship and Post-Doctoral Training Directors. The position independently coordinates assigned program operations, manages administrative processes and information systems, develops and maintains reports and tracking tools, monitors documentation requirements, and supports process improvement initiatives to promote program efficiency, accuracy, and compliance with established standards and procedures.

The position coordinates recruitment, onboarding, and administrative activities for psychology interns, post-doctoral fellows, practicum students, and designated program personnel. Responsibilities include maintaining training records and documentation, monitoring administrative requirements related to APA accreditation and other applicable program standards, coordinating communications with internal and external stakeholders, and identifying and resolving routine administrative issues. The Senior Administrative Specialist serves as a central resource for designated program functions, exercises independent judgment within established guidelines, and provides administrative information and recommendations to program leadership to support effective operations and continuous improvement.

Job Responsibilities may include but are not limited to the following:

Program Administration and Compliance Coordination:

• Independently coordinates administrative processes for Psychology, Social Work, Activity Therapy, and designated training programs.

• Establishes and maintains program tracking systems for required documentation, forms, policies, training records, and other administrative requirements.

• Monitors documentation for completeness, accuracy, and timeliness; identifies discrepancies and coordinates corrective follow-up with responsible personnel.

• Coordinates the preparation, processing, and distribution of admission-related documentation and Social Work applications to authorize internal and external recipients.

• Maintains program records in accordance with applicable confidentiality, retention, access, and documentation requirements.

• Coordinates the maintenance and periodic review of internship and post-doctoral training records supporting applicable accreditation and program standards.

Program Operations and Process Management:

• Coordinates administrative operations across designated programs and serves as a central point of contact for routine program-related inquiries.

• Independently coordinates assigned operational processes, identifies administrative barriers, resolves routine issues within established authority, and refers matters requiring supervisory or clinical decisions.

• Develops, maintains, and updates administrative procedures, forms, manuals, and reference materials; identifies opportunities to improve efficiency, consistency, and accuracy.

• Coordinates Activity Therapy administrative operations, including program communications, greenhouse-related materials, seasonal sales information, and distribution of activity resources to designated units.

• Coordinates administrative logistics for the intern residence, including access and key documentation, tours, signed agreements, service requests, and related arrangements.

• Maintains designated website and intranet content and coordinates updates with responsible program personnel.

Recruitment, Training, and Personnel Administration:

• Coordinates administrative components of recruitment, interviews, selection, and onboarding for designated Psychology, Social Work, Activity Therapy, and training program positions within PSP and SSP.
• Tracks recruitment and onboarding milestones, required documentation, outstanding actions, and completion status; follows up with responsible parties to support timely processing.
• Coordinates communications with applicants, interns, post-doctoral fellows, practicum students, and relevant program personnel.
• Maintains administrative tracking systems and records associated with internship, post-doctoral, and practicum training activities.
• Reviews administrative workflows for consistency with established procedures and identifies recurring delays, documentation gaps, or process improvement opportunities.
• Provides program leadership with status updates and identifies issues requiring administrative or supervisory intervention.

Reporting, Data Management, and Special Projects:

• Develops and maintains administrative databases, dashboards, spreadsheets, and tracking tools to support program operations and leadership oversight.

• Compiles, verifies, organizes, and analyzes administrative data; identifies missing information, discrepancies, trends, and follow-up needs.

• Prepares recurring and ad hoc reports, summaries, and presentations for program leadership.

• Coordinates special projects involving data collection, records review, procedural updates, and cross-program administrative activities.

• Recommends improvements to tracking methods, reporting processes, and administrative workflows based on identified needs.

Other Duties as Assigned:

• Coordinates special administrative projects and cross-program initiatives to support operational priorities and organizational objectives.

• Assists with preparing program summaries, presentations, reports, and supporting documentation for leadership meetings and administrative reviews.

• Provides backup administrative coordination for court-related activities, program operations, and other designated PSP and SSP functions.

• Coordinates special assignments involving records review, data collection, document organization, and procedural updates.

• Supports implementation of new administrative processes, forms, systems, and program initiatives.

• Performs other related duties consistent with the position’s classification, knowledge, skills, and responsibilities.

Qualifications

Minimum Qualifications:

• Three years of experience in general office, clerical, and administrative support work. Education may be substituted for experience as determined by the agency.

Preferred Qualifications:

Post-Offer, Pre-employment Requirements:

• Ability to pass a KBI background and pre-employment drug test.

Recruiter Contact Information

Name: Mitchell Smith

Email: mitchell.smith@ks.gov

Phone: 620.285.4383

Mailing Address: 1301 KS Hwy 264, Larned, KS 67550

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Required Documents for this Application to be Complete

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Transcripts

DD214 (if you are claiming Veteran’s Preference)

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Kansas Tax Clearance Certificate: A valid Kansas Tax Clearance Certificate is a condition of employment for all employees of the State of Kansas. Applicants (including non-residents) who receive a formal job offer for a State job, are required to obtain a valid Tax Clearance within ten (10) days of the job offer. A Tax Clearance can be obtained through the Kansas Department of Revenue who reviews individual accounts for compliance with Kansas Tax Law.

If you have a missing tax return(s) or you owe taxes to the State of Kansas, please know that the Kansas Department of Revenue will work with you. The Kansas Department of Revenue can set you up on a payment plan to receive a Tax Clearance so you can get a job working for the State of Kansas. The Kansas Department of Revenue can be contacted at 785-296-3199. Kansas Department of Revenue - Tax Clearance Frequently Asked Questions