{"id":1344310,"url":"https://alion.io/job/pittstate-administrative-specialist","title":"Administrative Specialist","company":{"id":1765419,"name":"Pittstate","domain":"pittstate.edu","url":"https://alion.io/company/pittstate","size_band":null,"is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Oracle","truth_index":null},"role":"Administrative","role_family":"Administrative","seniority":"junior","employment_type":null,"work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Pittsburg, United States"],"countries":["US"],"hiring_countries":[],"hiring_countries_total":0,"salary":null,"salary_estimate":{"min_usd":35000,"max_usd":62000,"period":"year","method":"role_seniority_country_remote_cell","sample_n":3204},"experience_years_min":2,"visa_sponsorship":true,"relocation_package":false,"has_equity":false,"technologies":[],"status":"live","first_seen_at":"2026-09-16T20:10:51Z","employer_posted_date":"2026-09-16","last_verified_at":"2026-10-14T07:20:44Z","board_verified":true,"closed_at":null,"days_open":27,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":27},"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.\nDuties and Responsibilities\nConstituent Data Maintenance and Research- 30%\nAssists with maintaining and updating the Foundation’s constituent database, which contains demographic, engagement, membership, and philanthropic records \nEnsures 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 \nProvides accurate and reliable data to support fundraising, stewardship, alumni engagement, institutional reporting, and analysis for the foundation leadership and university departments \nExpands knowledge of demographic information for all records utilizing information obtained from a variety of sources and documenting accordingly by attaching supporting documentation \nConducts research to identify and locate alumni and friends with outdated or missing contact information \nUtilizes 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 \nFacilities and Building Support- 30%\nCoordinates the maintenance, upkeep, and overall care of the Wilkinson Alumni Center to ensure a safe, functional, and welcoming environment for visitors, staff, and guests \nMaintains adequate inventory levels of building supplies, equipment, and operational materials, coordinating purchases and replacements as needed \nConducts regular inspections of the interior and exterior of the facility to identify maintenance needs, safety concerns, and opportunities for improvement \nCoordinates routine and preventative maintenance services with vendors and service providers \nEnsures the building is properly secured at the close of each business day and verifies that building systems and equipment are operating effectively \nMonitors facility operations, promptly reports concerns, and communicates maintenance activities, issues, and recommendations to the supervisor as appropriate \nOffice Administration and Financial Support - 30%\nServes as the primary point of contact for visitors to the Office of Advancement Services by providing professional customer service and assistance \nProcesses 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 \nReceives, 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 \nMaintains and retrieves paper and electronic records, including electronically imaged documents, in accordance with records of retention standards and departmental procedures \nApplies 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 \nOther Related Duties - 10%\nPerforms additional responsibilities as delegated to support the mission and strategic goals of the division and university \nEducation and Experience\nRequired Education and Experience - Time of Hire\nHigh school diploma or equivalent \nTwo years of experience in an office or administrative setting \nPreferred Education and Experience\nProficiency in the use of personal computers and standard office software applications\n\nScreening Services (Background Checks): Your employment with Pittsburg State University is contingent on a satisfactory criminal background and sex offender check.\nJob Type: Unclassified\nAppointment Duration: 12 months\nWork Schedule: Full Time, Monday - Friday, 8:00 AM - 4:30 PM\nApplication Documents Required*:\nResume\n\nCover Letter\n\nNames and Contact Details for three (3) Professional References\n\n*Consolidate into two documents to upload.\nOpen Until Filled with a first consideration date of September 30th, 2026.\nSearch Committee Chair: Donna Jacobs, \nVisa Sponsorship is not available for this position.\nPSU will only accept applications submitted through this process.\nPittsburg State University is an Equal Opportunity Employer. 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