Executive Assistant

Pittsburg State University•Pittsburg, KS

31d•Onsite

About The Position

Pittsburg State University is accepting applications for an Executive Assistant in the department of General Counsel & Institutional Compliance. This role is responsible for serving as the Records Custodian and providing administrative support to the Office of General Counsel & Institutional Compliance with varied, autonomous daily duties and responsibilities. This role ensures compliance with the Kansas Open Records Act and corresponding laws while maintaining accuracy, confidentiality, and efficiency in legal and administrative processes.

Requirements

Associate’s degree in legal studies, public administration, business, or related field
Two or more years of experience in records management, legal administration or public institution administrative work
Strong attention to detail
Proficient in Microsoft Office
Candidates must hold an associate’s degree in legal studies, public administration, business, or related field. This degree requirement ensures candidates possess the advanced theoretical knowledge, highly specialized methodologies, and critical problem-solving skills fundamental to this work. These competencies are typically developed and rigorously validated only through the comprehensive curriculum and intensive experiential experience inherent in a formal degree program.

Nice To Haves

Bachelor’s degree in legal studies, public administration, business, or related field
Knowledge of public records laws

Responsibilities

Acts as liaison between the public and the organization for record access
Processes and responds to public records requests in compliance with state law
Reviews, redacts, and prepares documents for release while ensuring confidentiality and legal compliance
Maintains and organizes physical and electronic records systems
Tracks request deadlines and ensures timely response
Establishes points of contact with key university departments to collect responsive documents
Collaborates with university records holders to estimate any fees associated with compiling the records; invoices external requestor for the fee
Assists with the development of records management, records repository, and records retention best practices for the university
Assists General Counsel and Institutional Compliance with document, policy, and training preparation and management
Provides general administrative support (scheduling, data entry, litigation-hold tracking, contract tracking, etc.)
Drafts and sends official correspondence related to legal matters
Assists with General Counsel and Institutional Compliance committee preparation and management
Organizes and maintains confidential files, both physical and electronic
Supports and coordinates audits, compliance reviews, and internal investigations as needed
Assists with General Counsel and Institutional Compliance website revisions and training coordination
Assists with Policy Library revisions, archives, and required policy review requirements
Implements and refines procedures and workflows to enhance office efficiencies
Ensures confidentiality and data security standards are upheld
Other duties as assigned including but not limited to assistance with the Office of the President and the President’s Division