30% Administrative Support

• Monitor daily office operations and ensure proper procedures for the Office of the Provost/VP Academic Affairs
• Research, analyze and organize data and process responses on behalf of the Provost
• Act as liaison for the office and maintain effective working relationships with the public and other campus offices
• Know and understand functions of the office and general policies and guidelines of the university
• Assess what issues require the immediate attention of the Provost/VP Academic Affairs
• Evaluate situations and problems using analytical thought in determining what action is required
• Maintain appointment schedule for Provost/VP Academic Affairs, scheduling appointments with individuals, group meetings and committees
• Make travel arrangements as required and needed by the Provost/VP Academic Affairs
• To serve as support and to assist the Office of the Provost staff with projects, duties and initiatives
• Organize weekly Academic Affairs Leadership Council meetings and keep record of pertinent, procedural information, and provide input on areas of knowledge regarding agency procedures and operational needs; provide follow-up and/or implementation of new/revised policies, procedures, or guidelines
• Organize and attend the Provost’s Quarterly Leadership Update meetings with Deans, Directors, and Chairs
• Lead and supervise all OAA student employees, which includes hiring, delegating assignments and termination
• Act as direct contact for the Provost, managing all communication that reaches the office; address questions, concerns, issues, and requests on the Provost's behalf
  

25% Budgets and Accounts

• Maintain departmental operating budget and restricted accounts
• Assist in planning for use of budgeted funds
• Maintain and reconcile monthly business procurement card transactions, including submission and supporting documents to Purchasing Office
• Manage the individual and department accounts for Professional Development for University
  • Monitor expenses and enforce policy is being followed
  • Approve expenses
  • Manage deposits to individual and department accounts that have been awarded and approved
  • Reconcile and apply invoices to individual and department accounts
    

25% Academic Affairs Policy & Procedures

• Collaborate with administration on the implementation of processes and development of guidelines, committee formation, and completion of the promotion, tenure, sabbatical, leave without pay, and University Professor processes; assist as necessary with the grievance process derived as a result of these processes; liaison for notification and implementation of the timeline and procedures associated with the faculty performance appraisal system as well as the evaluation of chairs by faculty
• Facilitate and provide oversight for the Faculty Affairs Committee; collect and organize sabbaticals, leave without pay, and professional development travel requests; prepare and disseminate approval letters for these initiatives
• Communicate with the division throughout the semesters on upcoming deadlines pertaining to the PSU/KNEA contract and budget cycle
• Coordinate with Dean’s Office on all Promotion and Tenure Faculty notifications pertaining to the PSU/KNEA contract
• Organize requested feedback and informational materials for Provost/VP Academic Affairs to review for each meeting
• Process confidential correspondence for the office
• Submit academic policy and procedure changes and/or updates to the Unclassified Handbook to University Leadership for review
  

10% Reports and Projects

• Compile required information for Kansas Board of Regents (KBOR) annual reports and assist with preparation of other reports for KBOR (program review, accreditation report, advisement report, Performance Agreement, etc.); liaison between Academic Affairs and KBOR for report submissions and follow-up responses as appropriate, and submission criterion for PSU curricular changes/enhancements and new program proposals
• Periodically meet with academic administrative support personnel to provide updates on policies, procedures, reporting requirements, etc.; serve as point of contact for departmental and deans’ assistants relating to procedural guidelines and policies; advise administrative support personnel of the importance of adhering to policies and procedures contained within Unit Contract, PSU Unclassified Handbook and KBOR Policy Manual
• Evaluate, project, and forecast numerous multi-departmental scholarships; develop budget and distribute award amounts to academic departments; develop a trend analysis and adjust award amounts to spend efficiently and to stay within budget
  

5% Academic Affairs Content

• CMS administrator that updates to OAA website regarding pertinent information and forms required for various agency legislation, faculty professional development (Faculty Senate and contractual requirement), and other items as necessary and appropriate
• Monitor all policies associated with the Academic Affairs division, providing for updates and placement in appropriate web pages and printed publications
  

5% Perform other duties as assigned.

Education and Experience – Required at Hire and Preferred
Required Education and Experience at Hire -

• Bachelor’s Degree
• Two years of experience in an office or administrative support position
  

Screening Services (Background Checks): Your employment with Pittsburg State University is contingent on a satisfactory criminal background check and sex offender check.

Salary : Grade 8 - $19.41 per hour, placement hourly rate may be considered depending on directly related experience.

Job Type: Unclassified

Appointment Duration: 12 months

Work Schedule: Full Time – Monday through Friday

Application Documents Required*:

• Cover letter
• Resume
• Names and Contact Details for Three (3) Professional References

• Consolidate documents into a maximum of 2 to upload.

Open until Filled with a first review date of March 8, 2023.

Position is not eligible for Visa sponsorship

Search Committee Chair: Bryronni Ferguson (bferguson@pittstate.edu)

PSU will only accept applications submitted through this process.

Pittsburg State University is an Equal Opportunity and Affirmative Action and Veterans Preference employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.