Administrative Specialist

Pittsburg 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 Responsibilities

Constituent Data Maintenance and Research– 30%   

• Assists with maintaining and updating the Foundation’s constituent database, which contains demographic, engagement, membership, and philanthropic records 
• Ensures 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 activities 
• Provides accurate and reliable data to support fundraising, stewardship, alumni engagement, institutional reporting, and analysis for the foundation leadership and university departments 
• Expands knowledge of demographic information for all records utilizing information obtained from a variety of sources and documenting accordingly by attaching supporting documentation 
• Conducts research to identify and locate alumni and friends with outdated or missing contact information 
• Utilizes 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 accuracy 

Facilities 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 guests 
• Maintains adequate inventory levels of building supplies, equipment, and operational materials, coordinating purchases and replacements as needed 
• Conducts regular inspections of the interior and exterior of the facility to identify maintenance needs, safety concerns, and opportunities for improvement 
• Coordinates routine and preventative maintenance services with vendors and service providers 
• Ensures the building is properly secured at the close of each business day and verifies that building systems and equipment are operating effectively 
• Monitors facility operations, promptly reports concerns, and communicates maintenance activities, issues, and recommendations to the supervisor as appropriate 

Office 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 assistance 
• Processes 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 procedures 
• Receives, 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 information 
• Maintains and retrieves paper and electronic records, including electronically imaged documents, in accordance with records of retention standards and departmental procedures 
• Applies 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 responsibilities 

Other Related Duties - 10%  

• Performs additional responsibilities as delegated to support the mission and strategic goals of the division and university 

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

• Proficiency in the use of personal computers and standard office software applications 
  
   

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 September 30th, 2026.

Search Committee Chair: Donna Jacobs, djacobs@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 Employer. We are committed to providing a respectful and supportive environment for all employees.