General:
Prepare letters, memoranda, and reports from the Department Chair person and professional members of the Teacher Education Department. Enters travel requests for department members as appropriate into SAP. Takes and transcribes minutes of meeting s as required. Collects documents from students as required. These activities involve a knowledge and use of vocabulary terms normally associated with the academic discipline. Also performs these duties for 19 faculty assigned to the department.

Receives and screen phone calls and visitors; makes and cancels appointments for Chairperson and other professional employees as appropriate; records and routes messages and requests for information to proper persons; responds to many questions and inquiries. Serves as a liaison between the admissions office and Department for the scheduling of student visitors.

Interacts with the Dean’s office administrative assistants on appropriate matters such as budget, requests for faculty involvement, student questions etc.

Scheduling:
Assists the Chairperson in preparation of faculty teaching assignments by entering the schedule. Checks faculty assignments for course conflicts as well as rooms and times conflicts. Communicates the education classes to the student and provides them guidance on completing the rest of their schedule. Assists the faculty and participates in student’s scheduling by adding undergraduate and graduate students into closed classes once provided from the Department Chairperson, refers students to the appropriate personnel in order to receive answers to advisement questions, (demonstrating a knowledge of college and department requirements for graduate and undergraduate students). Reviews the submission of paperwork (i.e. student change of major forms, course substitution forms etc.) for completeness before forwarding to the Department Chairperson for review and action.

Budget/Supplies/Inventory:
Prepare inventory of materials and supplies. Order supplies as needed to ensure smooth operation of the office. Checks, maintains records, order supplies for departmental expenditures on SAP. Prepares records, transfers funds for procurement card expenditures each month.

Communication:
Independently handles inquires which require responses to questions by providing proper forms, response or composing brief replies.

Office Management:
Maintains complete filing system for all formal actions by and communications to and from the department. Various types of academic files include:

• Departmental forms pertinent to teacher education (i.e. change of major); provides updated copies of advisor sheets, university registrar forms for courses, and clearance information.; replenishing file as needed;
• Collegiate –forms used by college personnel: absence for college service, request for travel, observation forms, etc., as well as correspondence concerning functions of the college (faculty Curriculum Committee, Graduate Council, Teacher Education Council, etc.);
• File: folder for each graduate advisee.

Acts as lead worker and organize office work for work study student and graduate assistants. Approves student workers and GA hours entered on SAP.

Minimum Qualifications

MINIMUM EXPERIENCE AND TRAINING: Six months as a Clerical Assistant 1; OR completion of high school business curriculum which included at least one typing course; OR any combination of equivalent experience and training. Successful performance in an on-campus interview is required.

Preferred Qualifications

Previous experience working in a university setting is preferred.

Open Date

04/26/2023

Close Date

Open Until Filled

Yes

Special Instructions Summary

For full consideration all candidates should apply online at https://jobs.ship.edu by May 10, 2023 with acceptance of materials continuing until the position is filled. Materials submitted in other formats including paper applications will not be considered. All applications and inquiries will remain confidential. Shippensburg University of Pennsylvania is an equal opportunity employer and, in compliance with federal and state laws and university policy, is committed to providing equal educational and employment opportunities for all persons without regard to age, color, national origin, race, religion, disability, veteran status, sex, sexual orientation, or gender identity. Individuals from traditionally underrepresented populations are encouraged to apply.

Additional Information

All Shippensburg University employees are expected to demonstrate an understanding of and commitment to the University’s core values of teamwork and collaboration, dependability, initiative, problem solving, and clear communication. University employees are expected to demonstrate good interpersonal and communication skills with all members of the campus community. They will strive to maintain integrity, effectiveness and efficiency by upholding customer service throughout all levels of performance.

University employees may work closely with individuals of diverse backgrounds and race, as well as those of differing religious affiliations, sexual orientation and gender. They are expected to treat individuals with respect and uphold an environment that is free of prejudicial, discriminatory or harassing conduct.

Safeguarding confidential, personal data and/or records of employees, students, customers and other related constituents is the responsibility of all University employees. It is the duty of all members of the University community to take part in the maintenance of a safe campus.