Administrative Associate

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

Duties and Responsibilities

45% Administrative Support

• Provide information and answers to the Chair, faculty, staff, students and public as well as other departments
• Collect special data for reports 
• Coordinate travel information and processing travel paperwork for Faculty
• Schedule classes for winter/fall, spring, and summer
• Award scholarships 
• Appoint faculty, GAs, and staff 
• Issue holds and special permissions
• Check departmental keys out/in
• Monitor wait lists for classes if needed 
• Submit workorders for Porter Hall as requested
• Issue after hours passes 

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

Education and Experience – Required at Hire and Preferred 
 Required Education and Experience at Hire -  

• High school diploma or equivalent. 
• One year of experience in an office or administrative setting.  

Preferred Education and Experience -  

• Three years’ experience working in an office.

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

Appointment Duration:  12 months

Salary: Grade 4 - $15.03 per hour

Work Schedule:  Full Time – Monday through Friday 8:00 a.m. to 4:30 p.m.

Application Documents Required*: 

• Cover Letter
• Resume
• Names and Contact Details for Three (3) Professional References 

*Consolidate documents into a maximum of 2 to upload. 

Open until Filled with a first review date of August 22, 2025

Search Committee Chair: Olivia Timmons (otimmons@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.   

 

About Pittsburg State University

Founded in 1903, Pittsburg State’s 373-acre campus is a beautiful blend of historic buildings and modern facilities, including state-of-the-art athletics, arts, and research facilities.  

Its residential and online undergraduate and graduate student population of nearly 6,000 is guided by an exceptionally talented and dedicated faculty, st