Clerical Assistant 2 - College of Natural Sciences and Mathematics

Nestled in the scenic foothills of western Pennsylvania, Indiana University of Pennsylvania (IUP) offers more than a place to work—it offers a vibrant campus community where innovation, collaboration, and natural beauty come together. Our picturesque campus features tree-lined walkways, historic architecture, and welcoming green spaces that create an inspiring environment for learning, working, and connecting.

At IUP, employees are part of a supportive and engaged community dedicated to student success, academic excellence, and meaningful impact. Located in the charming college town of Indiana, Pennsylvania—just over an hour from Pittsburgh—our campus combines small-town warmth with access to the cultural, professional, and recreational opportunities of a major metropolitan area.

Whether enjoying a walk across the Oak Grove, collaborating with colleagues in dynamic academic spaces, or engaging in the many cultural and community events hosted throughout the year, IUP offers an exceptional place to build a career and make a difference.

Position Summary & Description

The Clerical Assistant 2 job series describes work providing office support and reviewing and processing documents and information.

This is moderately complex clerical work. An employee in this job performs moderately complex clerical work within standard operating procedures, or functions as a lead worker over routine clerical work. Work involves office or program support functions in reviewing and processing data, information, forms, and other documents; and includes the keyboarding of data and information into computer systems. Work may involve creating and formatting documents, organizing, and verifying information, performing mathematical calculations, maintaining files and records, or assisting the public in completing governmental forms or obtaining general information about programs and services. Work may include providing general clerical support to other staff or for overall office operations. Employees in this job do not require close supervision of assigned day-to-day clerical activities; however, detailed supervisory guidance and review is received for new or unusual situations and changes in office operating procedures and policies.

Review the PA Specifications for this Job Title.

• Serve as the communication hub of the department by organizing, storing, retrieving, and integrating information for dissemination to administration, faculty, staff, and students.
• Answer and screen telephone calls to resolve inquiries, or forward to appropriate contact. Use discretion in providing information. Receive and direct students and visitors.
• Perform mail merges; create tables; create simple spreadsheets; prepare department correspondence, forms, grant applications, annual reports, tests, syllabi, classroom materials, certificates, reports, newsletters, invitations, and other communications; work within existing spreadsheets/databases; maintain web pages.
• Assist faculty by answering questions and providing information, locating desired information and materials, providing assistance in test preparation, preparing and proofreading correspondence, and other material, obtaining desk copies of textbooks, making travel arrangements, and preparing expense reports.
• Prepare meeting agendas and distribute meeting minutes.
• Monitor budgeted line-item expenses.
• Compose general correspondence in response to questions relating to procedural /operational/ and/or programmatic issues.
• Assist students by determining who can best provide information needed by the student; provide initial assistance to students with questions about classes, registration, permissions, etc. using established guidelines (information in course catalogs, departmental and college documents, and established policies and procedures).
• Obtain equipment, services, and supplies needed by department. Maintain office supply inventory.
• Assist the Department Chair to varying degrees in creating the semester course schedule.
• Organize, coordinate, plan, and conduct departmental events by securing space, equipment, and food; preparing invitations, announcements, brochures, and packets; purchasing awards; and making travel arrangements and reservations.
• Assist students with questions regarding the registration process, process for drop/add, and provides guidance in completing forms.
• Prepare faculty supplemental pay forms for overload, independent study, and individualized instruction.
• Supports presentation preparation by organizing content, formatting slides, proofreading materials, and coordinating revisions to ensure presentations are accurate, professional, and ready on time.
• Proofread materials to ensure grammatical correctness, completeness, and consistency with university and departmental style standards.
• Maintain office calendars and make arrangements for appointments, travel and events.
• Receive, sort, and distribute printed and electronic mail, as well as faxes.
• Process outgoing mail. Coordinate bulk mailings. Maintain distribution lists.
• Organize and maintain departmental filing system.
• Possess knowledge of the use and care of various office machines.
• Prepare posts and departmental bulletin board material.
• Duplicate documents.
• Attend departmental meetings as requested/required.
• Hire and supervise student workers.
• Provide clerical assistance in support of other staff and departments when requested/required.
• Perform duties with a high degree of ethics and maintain strict confidentiality.
• Perform other related job duties and responsibilities as requested/required, whether specifically mentioned in the job description.

The above duties are normal for this position. The omission of specific statements of duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

WORK SCHEDULE:

Position Qualifications

• Six months as a Clerical Assistant 1 (commonwealth title)

or

• Graduation from high school

or

• An equivalent combination of experience and training.

IUP is an equal opportunity employer and is committed to fostering an inclusive and welcoming workplace. We do not discriminate in employment on the basis of race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by applicable law.

In accordance with the Americans with Disabilities Act, applicants and employees with disabilities may request reasonable accommodations to participate in the application or interview process or to perform the essential functions of a position.

Employment decisions are made based on qualifications, merit, and business needs, consistent with the principles of Equal Employment Opportunity.

Applicants who require an accommodation during the recruitment process are encouraged to contact human-resources@iup.edu.

All offers of employment are contingent upon verification of earned degrees through the receipt of official transcripts, confirmation of work eligibility, and satisfactory completion of background checks.