Administrative Associate
Pittsburg State University · Pittsburg, Kansas, United States
Pittsburg State University is accepting applications for an Administrative Associate in the Student Financial Assistant department. The primary function of Administrative Associate is to supervise the welcoming of prospective, incoming and current students, families, and support persons. This position will organize and coordinate office administration and procedures in order to ensure the department’s effectiveness and efficiency.
Duties and Responsibilities
40% Manage Reception Area:
- Greet and assist or refer-visitors for prompt service to the visitor’s need.
- Provide students, families, and other customers with information and guidance regarding Student Financial Assistance policies and procedures. Address customer concerns and assist in resolving service issues.
- Serve as a liaison between the office staff and other on-campus departments, as well as other off-campus agencies.
- Answer telephone and emails, routes questions or inquiries and takes messages to ensure proper communication between staff and inquirer is completed in an efficient and courteous manner.
- Opens and distributes mail to ensure proper and timely distribution of correspondence.
- Hire, train and supervise student employees for the Office of Student Financial Assistance. Work with students in coordinating projects and office support. Schedule work assignments for students, approve timecards maintaining student hours within budget. Develop and implement customer service strategies for the reception area, through training, oral and written communications. Review and evaluate work performance of students and report any issues to the Director.
- Monitor office supply inventory and purchase equipment and supplies for uninterrupted workflow.
- Complete all Social Rehabilitation Service and Housing Authority forms for verification of Title IV funds as needed by PSU students.
- Assist in updating all financial assistance forms and monitor these forms for student distribution.
- Advise employees in office to ensure specific state or PSU regulations, policies and procedures are followed.
25% Budgets & Accounts:
- Maintain current financial records for the office, confirming that the account transactions from the Business Office reconcile with all office accounts; prepare reports including detailed accounting of expenditures and travel within the office, available upon request by the Director.
- Maintain departmental operating budget and restricted accounts. Assist in planning for use of budgeted funds.
- Initiate purchase orders (or use procurement card), record issuance of orders and track purchases through completion to ensure proper and timely handling of purchases made by the office. Act as liaison between office and PSU Purchasing Department.
- Make travel arrangements adhering to state travel guidelines, collect appropriate support records, and process forms necessary for timely payment or reimbursement of business travel.
30% Administrative Support:
- Maintain calendar and schedules to assist the Director and other staff within the office.
- Assist and be the secondary responder for all Award Letter entry, revision of budgets, reinstatement of aid as needed and the notification to students of award letter revision.
- Contact students as needed concerning missing information, necessary documents, and other correspondence.
- Assist new office staff by orienting and training new employee the overview of the office functions.
- Collaborate with supervisor and enter information on Electronic Appointment Process for office personnel positions to bring process to completion.
- Provide, plan, organize, direct, oversee and coordinate administrative and support activities, including events, for the department with other PSU staff, including administrative staff in colleges, schools, units and departments.
- Participate in process of screening and interviewing new office employees to facilitate the filling of positions, as needed.
- Review and submit to the Director for approval, all Short Term Loan application submissions by students. Act as liaison between the student and the Director.
- Coordinates the KASFAA High School Counselor Workshop annually.
- Oversee, direct, complete and submit reports, presentations and projects for the department, including reports and projects required by external governing bodies.
- Attend department meetings, keep records of pertinent and procedural information and provide input in areas of knowledge base regarding procedures and operational needs; provide follow up and/or implementation of new/revised policies, procedures, or guidelines.
- Primary liaison for Social Media responses for the office, including but not limited to Facebook, Twitter, Instagram, Pinterest, etc.
5% Perform other duties related to the position as assigned by the Director.
Education and Experience
Required Education and Experience - Time of Hire
- High School diploma or equivalent
- One year of experience in an office or administrative setting.
Preferred Education and Experience -
- Two years of experience in general office, clerical or administrative support work. The substitution of Education for Experience may be an option, as determined by the University.
- One year experience in student financial aid programs, including knowledge of state and federal regulations on student financial aid administration.
- Experience working within a collegiate setting.
- Experience in public speaking.
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*:
- Cover Letter
- Resume
- Names and Contact Details for three (3) Professional References
*Consolidate into two documents to upload.
Open Until Filled with a first consideration date of November 12, 2026.
Search Committee Chair: Jamie Rink, jrink@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.