Administrative Associate

Duties And Responsibilities

• Perform overall office management for the Music Department, including receiving and screening calls, taking messages, scheduling appointments, maintaining faculty/classroom schedules, and responding to general inquiries regarding events, private lessons, scholarship auditions, and entertainment requests.
• Aid during enrollment and pre-enrollment periods; process recruitment letters and related inserts; maintain accurate electronic and paper records.
• Maintain scholarship records, send annual renewal letters, and notify the Chair when warning letters or follow-up communications are needed.
• Cookordinate Music Festival entries, deposits, accuracy checks, scheduling changes, printed programs, distribution, and agency reporting as needed.
• Oversee the use and care of office equipment and materials and coordinate equipment repair as necessary.
• Process incoming and outgoing mail; schedule state vehicles as needed; process Physical Plant work orders; and maintain departmental key checkout records.
• Serve as a primary point of contact for the Music Department and provide administrative support on behalf of the Department Chair, as appropriate.

Departmental Budget and Financial Administration

• Administer and maintain department budgets, including operating, restricted fee, local fund, and foundation accounts.
• Monitor and reconcile monthly general ledger/business office reports and maintain accurate departmental financial records.
• Process purchases, payment requests, travel, hospitality, reimbursements, petty cash, student payroll, deposits, and ensemble travel/tour expenses.
• Prepare budget reports for the Chair and faculty across multiple account types and assist with budget planning and allocation recommendations, as requested.

Supervision and Student Employment Administration

• Provide direct supervision, guidance, training, scheduling, oversight, and/or work review for office student employees.
• Maintain current employment records and process/enter time sheets for student employees, including hourly, monthly, graduate assistant, and seasonal/ensemble-related student employment groups as applicable.

Administrative Support for Chair

• Maintain the Chair’s calendar; route visitors; deliver messages; support contact with the public, administration, parents, students, faculty, and staff.
• Prepare, organize, and maintain enrollment data, travel data, student records, class schedules, correspondence, and other administrative materials.
• Maintain confidentiality of departmental records and sensitive materials.

Education And Experience Required:

• Time of Hire: High School Diploma
• Experience: 1 year experience in an office setting
• PREFERRED: Associates degree or higher
• Experience: 3 years’ experience in an office setting
• Experience: 1 or more years’ experience in a higher educational setting

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, occasional nights and weekends

Salary: Grade 4, salary commensurate with experience

Application Documents Required:

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