The posting
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 with a first consideration date of October 21, 2026.
Search Committee Chair: Dr. Nancy Brooker, [email protected]
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.
About Us
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, staff, and administrative team.
Pitt State’s hands-on learning environment and engagement by alumni working in a variety of professional sectors creates incredible academic, internship, and employment opportunities for students. Academic programs often bring home national honors.
The university enjoys a close relationship with Pittsburg residents as well as city and business leaders. Throughout town, you’ll see gorilla statues in front lawns and red and gold Gorilla spirit at local businesses. Students, faculty, and staff are highly engaged in the local school district and with service projects, and in turn the community is highly supportive of and engaged in university activities.
Faculty, staff, and students have access to many amenities, including discounts and free access to concerts, plays, athletic events on campus as well as discounts on meals and services off campus.
Pitt State has developed unique partnerships in downtown Pittsburg, 1.4 miles north of the main campus. There, Block22 and the historic Hotel Besse offer innovative student housing options and the new Kelce College of Business building, scheduled to open in July 2026, will feature state-of-the-art classrooms, collaboration spaces, and space for professional development and public events.
The university has earned institutional accreditation through the Higher Learning Commission and two elite classifications from the Carnegie Foundation.
