Administrative Specialist

Pittsburg State University Crossland College of Technology; Pittsburg (KS); On-site; USD 42,000 - 66,000; Full time

Job summary

Pittsburg State University is seeking an Administrative Specialist to support the Department of Biology, Chemistry and Physics. The role involves budget management, procurement processing, class scheduling coordination, and supervising student employees.

Strong organizational and communication skills are essential for daily interactions with staff and external constituents. Required education includes a high school diploma and at least two years of office experience.

Qualifications

• High school diploma or equivalent is required.
• Two years of experience in an office or administrative setting is required.

Responsibilities

• Manage financial transactions and budgets, reconcile purchases monthly, and prepare budget reports for chair and faculty.
• Provide administrative support: answer calls, respond to emails, schedule appointments, and coordinate class schedules with Registrar and bookstore staff.
• Hire, train, and supervise student employees; perform related line manager duties.
• Perform other duties as assigned.

Skills

Budget management

Administrative tasks

Procurement & reconciliation

Communication skills

Education

High school diploma or equivalent

Tools

GUS Cloud (Oracle Finance)

Job description

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

Financial Transactions and Budgets – 45%

• 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

first consideration date of October 21, 2026.

Search Committee Chair: Dr. Nancy Brooker, [e-mail]

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.