About this opportunity
Pittsburg State University lists this Administrative Specialist opportunity in pittsburg, Kansas. Review the employer’s description below for duties, qualifications and application requirements.
Job description
Administrative SpecialistPittsburg State University is accepting applications for an Administrative Specialist in the department of Advancement Services that is responsible for supporting the daily operations of the Office of Advancement Services and the Wilkinson Alumni Center through administrative coordination, constituent database maintenance, biographical and demographic research, gift processing support, and customer service. This position assists in maintaining accurate and comprehensive database records, ensuring the integrity of data used to support fundraising, alumni engagement, stewardship, and communication efforts across the University Advancement division.Duties and ResponsibilitiesConstituent Data Maintenance and Research– 30%Assists with maintaining and updating the Foundation's constituent database, which contains demographic, engagement, membership, and philanthropic recordsEnsures the accuracy, completeness, and integrity of data, including but not limited to biographical, contact, employment, and relationship information, through ongoing research, verification, and data maintenance activitiesProvides accurate and reliable data to support fundraising, stewardship, alumni engagement, institutional reporting, and analysis for the foundation leadership and university departmentsExpands knowledge of demographic information for all records utilizing information obtained from a variety of sources and documenting accordingly by attaching supporting documentationConducts research to identify and locate alumni and friends with outdated or missing contact informationUtilizes a variety of resources, including U.S. Postal Service data, online research tools, demographic databases, and other available sources, to update records and improve data accuracyFacilities and Building Support- 30%Coordinates the maintenance, upkeep, and overall care of the Wilkinson Alumni Center to ensure a safe, functional, and welcoming environment for visitors, staff, and guestsMaintains adequate inventory levels of building supplies, equipment, and operational materials, coordinating purchases and replacements as neededConducts regular inspections of the interior and exterior of the facility to identify maintenance needs, safety concerns, and opportunities for improvementCoordinates routine and preventative maintenance services with vendors and service providersEnsures the building is properly secured at the close of each business day and verifies that building systems and equipment are operating effectivelyMonitors facility operations, promptly reports concerns, and communicates maintenance activities, issues, and recommendations to the supervisor as appropriateOffice Administration and Financial Support - 30%Serves as the primary point of contact for visitors to the Office of Advancement Services by providing professional customer service and assistanceProcesses invoices, purchase orders, payments, and other expenditures for the Office of Advancement Services and the Wilkinson Alumni Center in accordance with university and foundation policies and proceduresReceives, documents, and assists with the processing of charitable contributions in accordance with established policies and procedures, ensuring accuracy, confidentiality, accountability, and proper stewardship of donor informationMaintains and retrieves paper and electronic records, including electronically imaged documents, in accordance with records of retention standards and departmental proceduresApplies university and foundation policies, procedures, and regulations related to confidentiality, accountability, auditability, and the management of donor and constituent information in the performance of daily responsibilitiesOther Related Duties - 10%Performs additional responsibilities as delegated to support the mission and strategic goals of the division and universityEducation and ExperienceRequired Education and Experience - Time of HireHigh school diploma or equivalentTwo years of experience in an office or administrative settingPreferred Education and ExperienceProficiency in the use of personal computers and standard office software applicationsScreening Services (Background Checks): Your employment with Pittsburg State University is contingent on a satisfactory criminal background and sex offender check.Job Type: UnclassifiedAppointment Duration: 12 monthsWork Schedule: Full Time, Monday – Friday, 8:00 AM – 4:30 PMApplication Documents Required*:ResumeCover LetterNames and Contact Details for three (3) Professional References*Consolidate into two documents to upload.Open Until Filled with a first consideration date of September 30th, 2026.
Worksite address
pittsburg, KS, 66762, US
Who can apply
Review the original listing for work authorization, qualifications and employer requirements.