What are the responsibilities and job description for the Administrative Specialist position at Pittsburg State University Career Site Minimal?
Pittsburg State University is accepting applications for an Administrative Specialist in Housing and Residence Life to oversee the customer service of the HRL office, oversee student immunization compliance and follow up, and assist in office administration. This position will be the primary person to cover walk-in traffic, telephone and email customer service and will assist with distribution of housing reports to other university departments.
Duties and Responsibilities of Position
40% Office Administration
- Serve as the first point of contact for Housing & Residence Life.
- Manage communications, provide information, and respond to direct inquiries as appropriate. Decide if communication should be passed along to the Director or others.
- Collect, organize, and compose correspondences. Answer telephones, respond to email, forward messages, schedule and confirm appointments.
- Work daily on a variety of housing management related software and PSU software. Utilizes database systems: StarRez, IBM/Secure Shell, CBord, Gus Cloud, Microsoft Outlook, Cashnet and any other systems as it pertains to housing operations.
- Manage invoicing, billing and procurement for department programming and purchases.
- Assist Director and Assistant Director of Housing Administration on the early room sign up process for returning students.
- Assist in reconciliation of multiple accounts for departmental budget on an ongoing basis.
- Assist in the supervision of Housing & Residence Life Office student workers, including overseeing day-to-day tasks.
20% Student Immunization Management
- Oversee student immunization records for compliance with state and institution requirements.
- Maintain and keep current immunization database to keep records up to date and accurate.
- Communicate with students on missing or out of date immunizations and upload records when provided to student’s account as appropriate.
- Work collaboratively with Student Success/Medical Records to ensure best practices are being performed.
- Coordinate CHC SEK Immunization Team assistance at CARES, Residence Hall Move-In, International Orientation, etc. to deliver immunizations on site or offer convenient options to meet requirements.
20% Residence Life Coordination
- Assist the Executive Assistant on room changes and update rosters as changes occur within the Star Rez database.
- Provide support in scheduling oversight; including booking rooms, vehicles, etc. for housing sanctioned activities.
- Remain current and knowledgeable of State of Kansas regulations pertaining to the use of procurement cards, including retaining receipts, order forms, receiving documents, and maintaining transition logs.
- Establish a process by which Resident Assistants and Residence Hall Association members may obtain Wal-Mart charge cards for approved expenses.
- Oversee and approve all travel related expenses for students and personnel in Housing & Residence Life.
- Coordinate travel accommodations for all housing personnel, including students.
15% Third-Party Correspondence & Outreach
- Responsible for maintaining records for office equipment and schedule repairs internally and/or externally.
- Responsible for package notifications and work with University Post Office with any and all package issues.
- Represent University Housing for special events, like Pitt CARES, international orientations, etc. Assist in maintaining orientation lists and working with Admission Office for such events.
- Assist students and parents during PSU special events and provide information to them as required.Provide assistance communicating with students via letters or email, or phone calls, to encourage students required to live on-campus to submit their on-line housing application.
5% Other
- Manage the hiring of student employees and contract workers for housing maintenance.
- Serve as primary back up for Executive Assistant, including any and all housing payments.
- Perform other duties as assigned by the Director, Assistant Director of Housing Administration and/or Executive Assistant.
Education and Experience:
Required Education and Experience at Hire -
- High school diploma or equivalent.
- Two years of experience in an office or administrative setting. Education may be substituted for experience as determined by the University.
Preferred Education and Experience -
- Bachelor’s degree
- Four years of experience in an office or administrative support position.
- Experience working at Pittsburg State 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 5 - $16.11 to $21.18 per hour
Appointment Duration: 12 months
Work Schedule: Monday-Friday. 8:00 am to 4:30 pm
Application Documents Required*:
- Cover letter
- Resume
- Names and Contact Details for Two (2) Professional References that speak to qualification.
*Consolidate documents into a maximum of 2 to upload.
Open Until Filled with a first review date of April 15, 2025.
Search Committee Chair: Maria Thompson (mthompson@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.
Salary : $5 - $16
