Administrative Assistant III, College of Education & Human Development

PAY GRADE: 27N

Context Of The Job

Under limited supervision of the Director of CEETP, the Administrative Assistant III manages and supports background clearances for all teacher preparation students across 26 programs, university-wide clearances, and special clearances for child care licensing. Performs complex administrative duties including hiring and managing work study students, manages financial payments for K-12 partners and university-based field personnel, maintains the OCS website, communicates with school partners regarding clearances, surveys and evaluations, and manages related data using ACCESS, TaskStream, Google Suite, UDSIS (UD Student Information System), and Student Health records.

Major Responsibilities

• Receive, process, and monitor three background clearances: Child Protection Registry, DE state & federal criminal background, health screenings (TB/PPD tests) and Youth Protection training for all education preparation undergraduate, graduate students (1,500 /semester), and non-education students that have a field experience with minors. Inform UD faculty of students' eligibility for all field placements (miscellaneous field work, early fields, methods, and student teaching/internships) as determined by the outcome of background clearances.
• Manage all financial/compensation aspects of payment and distribution of clock hours, process honoraria/stipends for clinical educators, site supervisors, work study students, and gas reimbursement for field instructors.
• Manage all aspects of work related to clinical educators' engagement with teacher preparation programs including informing teachers about placement procedures and confirmations via semester-based placement letters, provide support to help teachers navigate university-data collection systems (TaskStream) in order to enable timely completion of surveys and evaluations.
• Interview, hire and supervise work study students (data entry, spreadsheet management, filing of confidential information, and shredding). Ensure submission of work study student timesheets in UD Workforce.
• Maintain Office of Clinical Studies information by updating the OCS website that may include uploading new forms, revising and updating protocols, policies, calendars, and other pertinent information.
• Access, input, extract, and respond to data report requests using the following databases or database management systems: Access, TaskStream, Google Suite, Student Health Records, UDSIS.
• Monitor the distribution of surveys/evaluation forms including Title 1 reports, candidates’ program evaluation, and other surveys related to methods courses.
• Communicate and cooperate with Delaware state, intra-state agencies, and relevant contacts outside of the University-based system including Department of Services for Children Youth and Families, DE State Police, School District Personnel, Office of Child Care Licensing, Delaware CHASE Agency, and transportation vendors. Handle all correspondence for the Office of Clinical Studies (email, phone, in person).
• Provide quality written and oral communication with the College of Education and Human Development (CEHD) Dean’s office, Student Health staff, faculty & staff across departments, and Delaware State and Intra-State agencies.
• Perform other job-related duties as assigned.
  
  

Qualifications

• High School Diploma or GED and three years of experience, or equivalent combination of education and experience. Associate’s degree preferred.
• Higher education experience preferred.
• Extensive knowledge of the principles, protocols, and practices of office procedures and management.
• Proficient in utilizing spreadsheets and database software including Access, PowerPoint, WordPress, Mail Merge, Microsoft and Google Suites.
• Ability to learn new technology including programs, platforms, reporting systems, student information systems.
• Ability to analyze and interpret data to create reports for various entities.
• Ability to multitask and work under limited supervision.
• Ability to exercise discretion on confidential matters.
• Effective communication skills and the ability to interact professionally with students, parents, faculty, district partners, clinical educators/teachers, DE State Police, vendors.
• Maintains attention to detail and commitment to accuracy.