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Pittsburg State University is accepting applications for an Administrative Specialist for the Advancement Services department. The primary function of the Administrative Specialist is to assist with the daily needs of the Advancement Services and assist with updating of the database system demographic information for more than 120,000 active alumni, friends, corporations, and foundations to ensure successful solicitation and communication efforts by the University Advancement division and the entire University community.

Duties and Responsibilities of Position

30% -Database Update Assist with maintaining and updating the database system which contains demographic, membership, and charitable giving records for the Universitys 120,000+ active alumni and friends. This function is critical to provide the most accurate name, address, phone, email, relation, and employment data to engage, promote, and solicit donations from alumni and friends of Pittsburg State University. This data is also used to prepare national, federal, state, and organizational reports for various departments and areas throughout the University.

25% - Building Coordinate the maintenance and care of the Wilkinson Alumni Center. Ensure inventory of supplies and equipment is maintained on a continuous basis. Routinely monitor, inspect, and observe areas through the interior and exterior of the building for maintenance needs or improvements needed, as well as the overall care of the building to ensure both safety and health for persons and the building. This includes coordinating routine maintenance tasks with all service providers and identifying when preventive maintenance is needed. Ensure the building is secured at the end of each business day. Ensure that all equipment is working throughout the building. Elevate an issue to supervisor as needed and continually informs the supervisor of all activities within the building.

20% - Research Demographics Expand knowledge of demographic information (name, address, phone, email, relations, employment, etc.) for all constituents utilizing information obtained from a variety of sources which may include Pittsburg State University departments, mailings, surveys, questionnaires, newspaper articles, personal contacts, telephone conversations, electronic resources, and University employees. This information is used to update constituent demographic information contained in the database system and documented accordingly by attaching supporting documentation.

10% - Lost Alumni Locate lost alumni and friends so that they may be solicited for charitable gifts to the Pittsburg State University Foundation, remain informed and engaged through publications, and invited to participate in alumni and constituent, as well as other University activities. Lost alumni may be located using known sources of information such as the U.S. Postal Service, telephone directories, online resources, and other demographic databases.

5% - Office Expenditures Process all invoices and expenditures for the purchase of supplies and services for the Office of Advancement Services and the Wilkinson Alumni Center. Record and track expenditures for budget purposes.

5% - Office Reception Greet and assist visitors to the office. This includes handling and documenting receipt of Foundation charitable gifts from donors or via departments on campus. The types of gifts may include but are not limited to cash, checks, bank drafts, credit cards, banking information, money orders, personal property, securities, etc.

5% - Other Duties -As an active member of University Advancement:

• Be conversant in the rules and laws related to confidentiality, accountability and auditability of giving information.
• Understand and apply to daily duties ac ademic and administrative policies of Pittsburg State University and Pittsburg State University Foundation, Inc..
• Understand the filing and retrieval of paper records, electronically imaged documents and policies and procedures.
• Other duties as assigned.