What are the responsibilities and job description for the Administrative Specialist position at Pittsburg State University?
Pittsburg State University is accepting applications for an Administrative Specialist in the department of Biology, Chemistry and Physics. The primary function of the Administrative Specialist job is to perform administrative tasks to support the department’s mission, strategic goals and objectives. Positions assigned to this job perform more complex administrative duties. This job is distinguished by the level of supervision received, the scope of administrative and financial responsibility and purpose of interaction with staff within the division, college, school, unit or department as well as external constituents and governing bodies.
Duties and Responsibilities
Daily entering of procurement card purchases made by individuals in the department in Gus Cloud (oracle finance). This includes submission of reconciliation and supporting documents to
Purchasing
Office.
Act as
liaison
between the office and PSU purchasing/business office. Reconcile all department purchases monthly.
Administering and maintaining all department budgets on computerized accounting system (this includes general
use
accounts, restricted funds accounts, student organization accounts, and foundation accounts). Monitor department accounts
daily,
reconcile all department accounts monthly, but
recording
daily expenditures in accounts as needed.
Assist in grant management and budgeting for faculty who have grants. Coordinate with the Office or Research and Sponsored Programs and the College of Arts and Sciences Dean’s office as necessary.
Preparing departmental budget reports for several different types of accounts for chairperson and faculty use.
Administrative Support – 40%
Serve as a representative for the departments and a liaison with other academic and administrative units. Answer phones, respond to
email
, forward messages,
schedule
and confirm appointments.
With input from faculty and directed by department leadership, entering class schedules through GUS. Communicate with Registrar’s office, bookstore and faculty member regarding changes made to schedules. Assist faculty with entering textbook information on bookstore
site
as needed.
Submit physical plant work order for classroom and laboratories and off campus department properties (Sperry Nature Center, Research Reserve, and Monahan site) at the request of the Chairperson, faculty or site caretaker and acting as preliminary contact person.
Oversee the maintenance of an appropriate supply of inventory for the office.
Supervise Student Employees – 10%
Hire, train, and supervise the work of student employees and perform other required line manager duties.
Miscellaneous – 5%
Perform any other related duties as required or assigned.
Education and Experience
Required Education and Experience - Time of Hire
High school diploma or equivalent.
Two years of experience in an office or administrative setting.
Preferred Education and Experience
One year of experience in a storekeeping or academic/student services support position.
One year of demonstrated experience with budget and/or grant management
Screening Services (Background Checks):
Your employment with Pittsburg State University is contingent on a satisfactory criminal background and sex offender check.
Job Type:
Unclassified
Appointment Duration:
12 months
Work Schedule:
Full Time, Monday – Friday, 8:00 AM – 4:30 PM
Application Documents Required*:
Resume
Cover Letter
Names and Contact Details for three (3) Professional References
*Consolidate into two documents to upload.
Open Until Filled
with a first consideration date of
October 21, 2026.
Search Committee Chair:
Dr. Nancy Brooker, nbrooker@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 Employer. We are committed to providing a respectful and supportive environment for all employees.
Salary : $34,040 - $46,384