Administrative Associate

Pittsburg State University is accepting applications for an Administrative Associate in the department of Art.  The primary function of the Administrative Associate is to perform administrative and clerical support for the Chair and Faculty within the Art department.

Duties and Responsibilities of Position

45% - Administrative Support
• Provide administrative support to the department chair by managing schedules, coordinating meetings, collecting data and preparing reports, handling correspondence, and ensuring smooth day-to-day operations of the department.
• Respond to inquiries from the Chair, faculty, staff, students and public as well as other departments.
• Coordinate travel information and processing travel paperwork for Faculty.
• Assist the chair in the creation and editing of Position Descriptions and Job Postings, as well as appointing new staff, Graduate Assistants, and student workers.
• Award scholarships, schedule classes, and monitor wait lists for classes as needed.
• Submit workorders for Porter Hall and manage department key inventory.
• Coordinate and schedule high school workshops for the year.
• Issue after hours passes, holds, and special permissions.

30% - Financial Transactions and Budgets
• Maintain and reconcile monthly business procurement card transactions, including submission of reconciliation and supporting documents to Purchasing Office
• Assure that purchases are charged to the correct cost centers
• Assure that paperwork for reimbursement of travel and other expenses is correct and signed, and all required paperwork is received
• Purchase office supplies, studio supplies and equipment for the Department of Art and staff through both OOE and Student Course Fee allocations
• Monitor cost center balances regularly using GUS Cloud to assure department expenses are within budget, this includes Course Fee allocations
• Correct funding errors immediately
• Provide Monthly updates to chair regarding balances for department funds and faculty regarding balances for allocated OOE and Course fees.
• Initiate work orders to the Physical Plant and follow the process to completion
• Maintain agreements for leased equipment

15% - Supervising and Hiring
• Hire students, schedule, train, and oversee their work
• Post position openings as needed with campus Student Employment Office through Gorillas4Hire
• Track and approve student hours

5% - Event support
• Assist the Chair and Faculty in coordination of social media, video monitor in gallery, and logistics for all departmental events (including gallery, recruitment, workshops, and other events)
• Coordinate schedule with department, college and university events
• Complete work orders for setup as needed
• Order food and supplies for events

5% - Other duties as assigned

Required Education and Experience at Hire - 

• High school diploma or equivalent.
• One year of experience in an office or administrative setting.  Education may be substituted for experience as determined by the University.