Administrative Associate

Job Description

Pittsburg State University is accepting applications for an Administrative Associate in the Facility Operations department. The primary purpose of the Administrative Associate is to perform administrative tasks to support the department's mission, strategic goals and objectives.

Duties and Responsibilities of Position

50% -

• Provide and coordinate administrative support activities to the Facility Operations Director, all Facility Operations supervisors, and Facility Operations General and Recycling Services Department.

• Serve as point of contact for Facility Operations. Provide customer service to walk-in traffic, including vendors, salespeople, job applicants, students, faculty, staff and general public.

• Provide customer service to University staff, faculty and students picking up packages utilizing package tracking software, as well as, supervising and assisting Physical Plant staff with inventory items, etc.

• Collect, organize, and compose correspondence, forms and reports. Answer Phones, respond to email, forward messages, schedule and confirm appointments. Maintain filing systems and utilize work processing database and spreadsheet skills.

• Schedule appointments and meetings for Directors.

• Attend departmental meetings, keep records of pertinent and procedural information and provide input in areas of knowledge base regarding procedures and operational needs.

• Assist with training and supervision of student employees in front office.

• Receive and review all new work order requests and direct to the proper Physical Plant Director/supervisor/department daily. Contact requester regarding any missing information or clarification of work needed.

• Gather work order system data as requested and create/compose and complete necessary reports. Oversee status of active work orders and coordinate with supervisor for adjustments or changes needed.

• Receive, answer and direct questions from University administrators, faculty, and staff regarding work order status and other issues. Submit maintenance requests as needed for 'university administrators, faculty, and staff.

• Process and enter incoming stock into inventory utilizing inventory management system and assist in performing annual physical inventory counts.

• Log inventory items used by Facility Operations staff and enter all log data into system for billing and tracking purposes. Analyze data prior to entry to ensure proper billing and inventory information.

• Assist with and handle independently processing of daily incoming and outgoing UPS, FedEx and DHL deliveries utilizing the package tracking software, including making labels, weighing packages and packaging items.

• Assist with and handle independently the unloading and processing of incoming freight deliveries utilizing forklifts, pallet jacks and other materials handling equipment when needed.

• Collect, track, and organize waste-tracking data, including logging, computing and charting of waste produced on campus.

• Assist with preparing custodial orders as needed and enter all orders into system for billing and tracking purposes. Create and update forms for custodial use.

40% -

• Provide and coordinate administrative support activities to the University Carpool / State-Owned Vehicle program, including analyzing and computing fuel comparisons regularly and composing, generating, and submitting reports with information gathered from various sources.

• Serve as representative for the department and liaison for the program with other academic and administrative departments. Communicate ideas, directives, objectives and priorities for the program

• Oversee, compile, and organize all University state-owed vehicle records, including application for and maintenance of titles, license tags, insurance coverage, and registration.

• Maintain and reconcile monthly business procurement card transactions relating to all State-owned vehicles for the University, including submission of reconciliation and supporting1documents to Purchasing Office.

• Collect and track fuel receipts relating to all University State-Owned vehicles, including evaluating and approving all fuel expense reimbursements.

• Collect, organize, analyze, and enter travel data related to Carpool vehicles for monthly billing purposes. Oversee, balance and perform monthly departmental billing for appropriate University departments utilizing a clearing process.

• Collect, organize, track, analyze, and review University State-Owned vehicle records for yearly departmental insurance and registration billing processes, including gathering, compiling, and analyzing vehicle reports/information from multiple sources and submitting necessary information to the State of Kansas, oversee, balance and perform yearly departmental billing for appropriate University departments utilizing a clearing process. 1

• Implement and communicate policies, procedures, and changes in the State of Kansas Carpool system to all University administrators, faculty and staff.

• Manage and oversee the Van/People Mover Training Database, including providing pertinent information for employees taking the training.

10% - Other duties as assigned

Education and Experience:

Required Education and Experience at Hire -

• High school diploma or equivalent
• One year of experience in an office or administrative setting. Education may be substituted for experience as determined by the University

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, Continuing Annual

Salary: Grade 4 - $15.03 per hour

Appointment Duration: 12 months

Work Schedule: Monday-Friday.

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

Search Committee Chair: Kim Little (klittle@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.