Administrative Specialist - Health, Human Performance & Recreation

at Pittsburg State University in Pittsburg, Kansas, United States

Job Description

Pittsburg State University is accepting applications for an Administrative Specialist for the department of Health, Human Performance, & Recreation that provides support to the department and the department chairperson. 

Duties and Responsibilities of Position

Financial Transactions and Budgets – 45%

• Maintain and reconcile monthly business procurement card transactions, including submission of reconciliation and supporting documents to Purchasing Office 
• Maintain HHPR operating budgets and multiple departmental accounts and assist the Chair with planning and allocation of budgeted funds.

Administrative Support for Health, Human Performance & Recreation – 35%

• Provide, plan, organize, direct, oversee, and coordinate administrative and support activities for the HHPR department, including events and activities in collaboration with faculty, staff, and College of Education offices.
• Monitor daily office operations and ensure proper procedures are followed in accordance with university and departmental guidelines.
• Collect, organize, compose, and route correspondence; answer phones, respond to email, forward messages, and schedule and confirm appointments.
• Attend HHPR meetings; maintain records of pertinent and procedural information; provide follow‑up and assist with implementation of new or revised policies, procedures, or guidelines.
• Oversee semester course scheduling and classroom coordination; arrange travel and facilitate reimbursement of travel‑related expenses.
• Maintain departmental filing systems and utilize word processing, database, spreadsheet, OneDrive, and SharePoint systems while ensuring confidentiality of all records.
• Provide information and respond to direct inquiries from students, faculty, and the public as appropriate.
• Process electronic appointments and administrative paperwork for faculty, graduate assistants, and student employees.
• Oversee office inventory; order and maintain appropriate levels of professional, instructional, and office supplies.
• Submit and monitor maintenance requests for offices, classrooms, equipment, and technology.

Reports and Projects – 5%

• Submit reports, presentations, and projects for the department, including reports and projects required by external governing bodies.
• Analyze, compile, and organize data in order to produce reports and presentations.
• Assist with the completion of departmental reports and scholarship processes.

Health, Human Performance & Recreation Liaison – 5%

• Serve as a representative for HHPR with other academic and administrative departments; communicate departmental procedures, priorities, and operational needs.
• Assist with coordination and management of departmental and collaborative events.

Supervise Student Employees – 5%

• Hire, train, schedule, and supervise student employees, including student office staff and activity/laboratory student employees.
• Perform required supervisory and line manager functions, including monitoring performance and completing payroll‑related processes.

Other Duties as Assigned – 5%