Administrative Associate

Administrative Associate

Pittsburg State University is accepting applications for an Administrative Associate in the Music Department. The primary purpose of the Administrative Associate is to manage the day-to-day operations of the Music department office to support students, faculty, staff, visitors, recruitment activities, events, scholarships, budgets, and administrative processes. The position is essential to keeping the department running smoothly and ensuring accurate, timely service and support.

Office Management – 45%

• 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.
• Assist 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.
• Coordinate 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 – 25%

• 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 – 15%

• 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 – 10%

• 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 Education and Experience - Time of Hire

• High School Diploma
• 1 year experience in an office setting

Preferred Education and Experience –

• Associates degree or higher
• 3 years' experience in an office setting
• 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

* Consolidate into two documents to upload.

Open Until Filled with a first consideration date of July 28, 2026

Search Committee Chair:
Dr. Andrew Chybowski, achybowski

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.