Executive Assistant to the University Chief of Staff

Pittsburg State University is accepting applications for an Executive Assistant to the University Chief of Staff in the President’s Office that is responsible for directing, managing, and overseeing all aspects of the Office of the President. The Executive Assistant will also structure, direct, and manage the student/GA positions for the President and the President’s Office.

 

Duties and Responsibilities

Manages the Office of the President - 30% 

• Manages, prioritizes, and coordinates the President’s calendar – including all campus, individual, board, etc. meetings - filters requests as appropriate 
• Coordinates and manages gratitude and recognition programs with University Development 
• Manages office supplies, equipment, and technology, ensuring the office is well-equipped and that resources are optimized 
• Plans events and meetings in which the President will address campus or the community 
• Provides assistance in event planning and implementation for other areas of campus as needed, including athletics, marketing, and development 
• Serves as a member of the Apple Day, Scholarship, Commencement, and any additional campus committees as needed 
• Coordinates external/institutional advisory and/or constituency groups on behalf of the office 
• Plans and coordinates all travel and reimbursements for the President 
• Coordinates all documentation processes for personnel files with Human Resources 
• Coordinates planning with any external organizations the President serves at the local, state, national and international level 
• Oversees the President’s Office component of the online hiring system for all employees 
• Initiates, completes and/or oversees the preparation of correspondence for the President’s signature, including confidential correspondence and correspondence sent on behalf of the President 

Coordinates Needs, Events, and Functions of the Crossland University House - 25% 

• Manages the calendar and scheduling of all events, internal and external to campus 
• Manages the space itself, including preparing for and resetting after all events, creating and overseeing a cleaning and maintenance schedule for all interior and exterior spaces, coordinating with facilities operations as needed 
• Manages the guest suite schedule and prepares for and resets the space around guest visits 
• Directs, manages, and oversees the GA position assigned to assist with the House 
• Responds to any needs on the private side of the space, coordinating with facilities operations as needed 
• Works with the President and their family on any additional needs/requests 

Develops, Directs, and Manages the Student Staff – 15% 

• Manages student selection process & timeline 
• Coordinates office appointments, scheduling, structure, training, and management 
• Works with University Chief of Staff to create and maintain centralized student leadership and development program 

Assists Departments Within the Division – 10% 

• Helps as needed; General Counsel, Internal Audit, and Institutional Equity and Title IX 

Budget Management – 10% 

• Assists with and oversees the development and management of all associated/presidential budgets, working closely with the shared Administrative Specialist in the Executive Vice President and Provost’s Office 

Other – 10% 

• Assists University Chief of Staff with additional tasks as needed 
• Other duties as assigned 

 

Education and Experience

Required Education and Experience - Time of Hire

• Bachelor's degree in business, communication, education, or a related field 
• Two years of experience in an administrative office setting 
• Evidence of strong communication, interpersonal, organizational, and problem-solving skills 
• Evidence of excellent collaboration skills 
• Demonstrated ability to work well with students, faculty, and administration 

Candidates must hold a bachelor's degree in business, communication, education, or a related field. This d