Executive Assistant - General Counsel & Institutional Compliance

at Pittsburg State University in Pittsburg, Kansas, United States

Job Description

Pittsburg State University is accepting applications for an Executive Assistant in the department of General Counsel & Institutional Compliance that is responsible for serving as the Records Custodian and providing administrative support to the Office of General Counsel & Institutional Compliance with varied, autonomous daily duties and responsibilities. This role ensures compliance with the Kansas Open Records Act and corresponding laws while maintaining accuracy, confidentiality, and efficiency in legal and administrative processes. 

Duties and Responsibilities

Open Records Custodian Duties – 45% 

• Acts as liaison between the public and the organization for record access 

• Processes and responds to public records requests in compliance with state law 

• Reviews, redacts, and prepares documents for release while ensuring confidentiality and legal compliance 

• Maintains and organizes physical and electronic records systems 

• Tracks request deadlines and ensures timely response 

• Establishes points of contact with key university departments to collect responsive documents 

• Collaborates with university records holders to estimate any fees associated with compiling the records; invoices external requestor for the fee 

• Assists with the development of records management, records repository, and records retention best practices for the university 

Administrative Specialist Duties – 45% 

• Assists General Counsel and Institutional Compliance with document, policy, and training preparation and management 

• Provides general administrative support (scheduling, data entry, litigation-hold tracking, contract tracking, etc.) 

• Drafts and sends official correspondence related to legal matters 

• Assists with General Counsel and Institutional Compliance committee preparation and management 

• Organizes and maintains confidential files, both physical and electronic 

• Supports and coordinates audits, compliance reviews, and internal investigations as needed 

• Assists with General Counsel and Institutional Compliance website revisions and training coordination 

• Assists with Policy Library revisions, archives, and required policy review requirements 

• Implements and refines procedures and workflows to enhance office efficiencies 

• Ensures confidentiality and data security standards are upheld 

Other Duties – 10% 

• Other duties as assigned including but not limited to assistance with the Office of the President and the President’s Division