Administrative Specialist

Job Description

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• Conducts research to identify and locate alumni and friends with outdated or missing contact information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, View email address on click.appcast.io

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.

About Us

About Pittsburg State University

Founded in 1903, Pittsburg State's 373-acre campus is a beautiful blend of historic buildings and modern facilities, including state-of-the-art athletics, arts, and research facilities.


Its residential and online undergraduate and graduate student population of nearly 6,000 is guided by an exceptionally talented and dedicated faculty, staff, and administrative team.


Pitt State's hands-on learning environment and engagement by alumni working in a variety of professional sectors creates incredible academic, internship, and employment opportunities for students. Academic programs often bring home national honors.


The university enjoys a close relationship with Pittsburg residents as well as city and business leaders. Throughout town, you'll see gorilla statues in front lawns and red and gold Gorilla spirit at local businesses. Students, faculty, and staff are highly engaged in the local school district and with service projects, and in turn the community is highly supportive of and engaged in university activities.


Faculty, staff, and students have access to many amenities, including discounts and free access to concerts, plays, athletic events on campus as well as discounts on meals and services off campus.


Pitt State has developed unique partnerships in downtown Pittsburg, 1.4 miles north of the main campus. There, Block22 and the historic Hotel Besse offer innovative student housing options and the new Kelce College of Business building, scheduled to open in July 2026, will feature state-of-the-art classrooms, collaboration spaces, and space for professional development and public events.


The university has earned institutional accreditation through the Higher Learning Commission and two elite classifications from the Carnegie Foundation.