Administrative Specialist

Pittsburg State University•Pittsburg, KS

11d•Onsite

About The Position

Pittsburg State University is accepting applications for an Administrative Specialist in the department of Teaching and Leadership. The primary purpose of the Administrative Specialist is to perform administrative tasks to support the mission, strategic goals and objectives for the department of Teaching and Leadership.

Requirements

High school diploma.
One year of experience in an office or administrative setting.

Nice To Haves

Experience using MS Office software.

Responsibilities

Maintain and reconcile monthly business procurement card transactions, including submission of reconciliation and supporting documents to the Purchasing Office.
Maintain department of Teaching & Leadership (TCHLS) and Family and Consumer Science (FCS) operating budgets and multiple restricted accounts, including grants. Assist in planning for use of budgeted funds.
Provide, plan, organize, direct, oversee and coordinate administrative and support activities, including events for the department with other PSU staff, including administrative staff in colleges, schools, units and other departments.
Monitor daily office operations and ensure proper procedures for TCHLS and FCS.
Collect, organize, and compose correspondence.
Answer phones, respond to email, forward messages, and schedule and confirm appointments.
Attend Teaching & Leadership meetings, keep records of pertinent and procedural information and provide input in areas of knowledge base regarding procedures and operational needs; provide follow-up and/or implementation of new/revised policies, procedures, or guidelines.
Oversee course scheduling and make travel arrangements; facilitate reimbursement for travel expenses for TCHLS and FCS.
Maintain filing systems and utilizes Word processing, database, and spreadsheet skills.
Maintain confidentiality of records stored in OneDrive and SharePoint.
Provide information and respond to direct inquiries as appropriate.
Appoint faculty, staff and students through the electronic appointment process for the TCHLS and FCS departments.
Oversee, direct, complete and submit reports, presentations and projects for the department, including reports and projects required by external governing bodies.
Analyze, compile, and organize data in order to produce reports and presentations.
Assist with the completion of departmental reports and scholarship processes.
Serve as a representative for TCHLS and FCS with other academic and administrative departments.
Communicate ideas, directives, goals, objectives and priorities for the department.
Assist with management of events.
Hire, train, and supervise the work of student employees and perform other required line manager duties.
Provide secondary administrative support for programs within the department.
Oversee use of and submit maintenance requests as needed for offices, classrooms, computers, and other equipment in Hughes Hall and FCS Building.
Oversee the maintenance of an appropriate supply of inventory for the TCHLS and FCS offices.
Perform any other related duties as required or assigned by the Chair or Dean.