Clerical Assistant 2 - Exceptionality Programs

The home campus for this position is Bloomsburg.

The incumbent serves as the secretary and office/clerical support for the chairperson and faculty of the Department of Exceptionality Programs, and will be working closely with the Dean’s Office, College of Education and Human Studies.

Duties:

• Responsible for the daily coordination of office/clerical activities within the department.
• Assist the chair in preparing online Master Schedule from the Registrar’s office for spring, summer and fall for undergraduate and graduate programs.
• Assist the chair in preparing annual budget requests by compiling prioritized lists and enter data for budget request submission to the Dean of Education. After approval, notify chair of budget status, maintain records of expenditures and encumbrances; monitor budget status and make budget transfers as necessary. Prepare and submit purchase requests, verify vendor cost, receive goods/supplies and distribute appropriately.
• Responsible for department purchasing card, monitor purchases using the card, reconcile department account, process receipts and paperwork to the Dean’s Office, College of Education and Human Studies for review. The COEHS Dean’s Office will then forward to accounts payable.
• Responsible for processing food and miscellaneous requests. Maintain inventory of office supplies including maintenance of office equipment using on and off campus sources.
• Monitor incentive accounts, make purchases, submit PRs, encumber and submit travel approval requests and educational expenses; maintain accurate records and provide faculty with account information.
• Coordinate resolutions for students as needed with individuals from the Offices of the Dean, Registrar, Student Teaching Placement, Graduate Studies, etc.
• Maintain calendar for the chair, coordinate and monitor scheduling appointments, meetings, and tasks; screen phone calls and schedule rooms for meetings as necessary. Receive and handle sensitive phone calls and personal contacts from students and parents; resolve or refer matter to the appropriate individual.
• Monitor, update and maintain department and committee files in a confidential manner. Files include course syllabi, faculty evaluations, CAEP/PDE requirements, etc.
• Interview and select student workers; instruct students in department tasks, policies, rules, procedures, and proper use of equipment; assign and checks work; verifies and approves hours entered into ESS. Monitor student budget, calculate and request transfer of funds through the Dean’s Office, College of Education and Human Studies.
• Serve as coordinator and provide oversight for Graduate Assistants. Notify students of assistantships granted, assign students to faculty and notify both of the assignment, monitor work if necessary, provide information on office policies, procedures, proper use of equipment and graduate payroll procedures. Process assistantship applications through the Graduate Studies Office, monitor for paperwork omissions, and serve as the contact for graduate assistants throughout their assistantship.
• Request MyHusky reports for Exceptionality Programs education students on probation, anyone admitted into the education program with a GPA below 3.0, and pre teacher Exceptionality Program education students with a GPA below 3.0. Compare and cross reference previous to present list to determine if students meets probationary status or has attained a 3.0 and is no longer on probation. Provide the list to the academic advisors for action and prepare status letters for the chair’s signature for each student. Track data for three semesters before student loses eligibility to remain an education major. Review to determine compliance with College of Education Policy 3.0 (admission, monitoring, and exit criteria – Initial Programs), notify chair and student if out of compliance, monitor students on probation and process reinstatement or dismissal notices when indicated.
• Assist faculty and students with scheduling and over rides of students into approved class(es), assist chair in monitoring course enrollment, prerequisites, over rides, and petitions to cover overload credits. Assist or instruct faculty in the use of MyHusky.
• Assist faculty in scheduling undergraduate/graduate students into off-campus courses at multiple locations.
• Assist chair with orientation meetings for incoming freshmen and transfer students by compiling materials and documents for Teacher Education packets and providing general departmental information (deadlines, procedures, forms, registration, etc.). Assign faculty advisors. Consult with the chair and check student schedules against requirement sheets; change schedule based on faculty directive.
• Attend departmental meetings and take minutes and disseminate departmental information to the faculty and final, approved minutes to the Dean’s Office, College of Education and Human Studies.
• Provide clerical support, type letters, memos, agenda from handwritten drafts or notes; duplicate materials and departmental forms as needed.
• Maintain student files for undergraduate and graduate programs.
• Serve as the contact for Navy Hall’s once daily mail delivery; open and distribute mail to the appropriate mail box; respond to routine requests or route to the appropriate individual.
• Serve as clerical support to all conferences sponsored by the Department. Provide/type content for the website and forward to the website team for posting, create/fulfill speaker contracts, process registration, coordinate scheduling of rooms/meals for conference, monitor/fulfill invoices.

Minimum Qualifications

• Six months as a Clerical Assistant 1; or
• Graduation from high school; or
• An equivalent combination of experience and training.

This position requires keyboarding skills to meet standards for speed and accuracy.

For full position requirements and description, including application procedures, please visit https://commonwealthu.peopleadmin.com/postings/393. Last day to apply is July 16, 2023. EEO Employer.

Job Type: Full-time

Pay: $32,978.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Work Location: In person

Salary : $32,978 - $0