Job Description

Job Description Pittsburg State University is hiring an Administrative Specialist Senior in the Arts and Sciences department. The primary function of the Administrative Specialist Senior is to perform a variety of administrative activities and a limited number of specialized support activities to ensure the department meets its mission, strategic goals and objectives. Positions assigned to this job are responsible for management of specialized support activities that impact the entire University. Duties and Responsibilities of Position 50% Dean's Office Coordination Provide, plan, organize, direct, oversee and coordinate administrative and support activities, including events for the college with other PSU staff, including administrative staff in colleges, schools, units and departments. Oversee, direct, complete and submit reports, presentations and projects for the Dean's Office, including reports and projects required by external governing bodies. Analyze quantitative and qualitative data in order to produce reports, presentations and projects for varying internal and external use. Compile information and organize it into relevant reports, presentations and projects. Oversee purchasing and inventory for products and services within area of responsibility to be used by the University in building projects or other capacities. Attend department 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. Serve as a representative for the college and a liaison for the program with other academic units. Communicate ideas, directives, goals, objectives and priorities for the Dean. Collect, organize, and compose correspondence. Answer phones, respond to email, forward messages, schedule and confirm appointments. Hire, train, and supervise the work of student employees and perform other required line manager duties. Schedule and make travel arrangements for the Dean. Maintain filing systems and utilize word processing, database, and spreadsheet skills. Maintain confidentiality of records stored in Dean's office. Coordinate and schedule use of university vehicles, schedule maintenance as needed and perform basic invoicing as required. Oversee use of and submit maintenance requests as needed for offices, classrooms, computers, and other equipment. Maintain the procurement card for the College, including reconciliation and documentation to the Purchasing Office 35% Academic and Faculty Support Maintain accurate and up-to-date Faculty records as it relates to Tenure/Promotion timelines, Post Tenure Review, and Sabbatical eligibility. Facilitate the curriculum legislative process for the college, including documentation and maintenance of curriculum legislation, organization of curriculum committee, and serving as committee recorder, by working with college faculty and staff and representatives of Graduate Council, College of Education, Registrar, and Faculty Senate. Engage with the Dean at the appropriate time to establish College Faculty Committees and membership. Compose and distribute notifications to faculty as outlined in the Contract. Provide support to College of Arts and Sciences Graduate Programs including providing grade reporting to Chairs, and warning or dismissal letters to students. Send Performance Appraisals out to Faculty at the direction of the Dean. 10% Financial Support Provide support to the Finance and Budget Manager of the College of Arts and Sciences as needed, including grants managed within the College. 5% Other Duties Perform other duties as needed to support the Dean's Office. Education and Experience: Required Education and Experience at Hire - High school diploma or equivalent Three years of experience in an office or administrative setting. Education may be substituted for experience as determined by the University. Screening Services (Background Checks): Your employment with Pittsburg State University is contingent on a satisfactory criminal background check and sex offender check. Job Type: Unclassified, Continuing Annual Salary: Grade 6 - $17.66 per hour. Placement hourly rate may be considered depending on directly related experience. Appointment Duration: 12 months Work Schedule: Monday-Friday Application Documents Required*: Cover letter Resume Names and Contact Details for Three (3) Professional References *Consolidate documents into a maximum of 2 to upload. Open Until Filled with a first review date of January 13, 2025 Search Committee Chair: Chris Childers (rchilders@pittstate.edu) Visa Sponsorship is not available for this position PSU will only accept applications submitted through this process. Pittsburg State University is an Equal Opportunity and Affirmative Action employer. We are committed to creating an inclusive environment for all employees. Pittsburg State University

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