Temp Administrative Specialist and Student Placement Coordinator

Administrative Support for Education Program

This position provides administrative support in areas such as data collection, reporting systems, provides customer and student assistance, collects and processes admission to the department documentation, maintains a database of compliance data including test scores, GPA, and major review requirements. The position also performs office and building management and provides administrative support to the Academic program with emphasis in Education. This position supports and reports to the Department Chair of Education.

Essential Responsibilities:

• Customer/Student Assistance: Serves as a central point of contact for the departments, students, and external constituencies in the resolution of a variety of daily matters. Provides support for the departments by answering telephones and relaying messages, handling follow-up communications as needed, assisting with and resolving inquiries of students and visitors, providing information and directions, resolving problems, and reviewing and distributing incoming and outgoing mail.
• Assists students in setting up meetings with faculty members as requested.
• Assists students with registration issues.
• Faculty Support: Handles a wide variety of miscellaneous assignments for faculty in order to facilitate their teaching, to include: the scheduling of rooms and AV equipment for classes and events; requesting keys, ordering and distribution of textbooks; replicating materials used in support of teaching, research, and/or committee work; typing, proofreading, editing, and preparation of class materials; and the providing of assistance in the collection and distribution of student assignments as requested.
• Maintains faculty schedules as requested and schedules meetings.
• Proctor exams and administers make-up examinations to students as requested.
• As requested, emails students about possible teaching positions.
• Handles incoming/outgoing mail services.
• Provides support to new faculty members.
• Collects and maintains a database of all syllabi
• Assists faculty in room-reservations
• Record Keeping: Establishes, updates, and maintains department's files, inventories, and records; implements and maintains data management systems, as required, to include the maintenance of Advisee Records and other departmental information.
• Handles collection and organization of documents for academic assessment on an ongoing basis and more extensively when required to do so for accreditation.
• Office/Building Management: Maintains academic and facility use scheduling calendars. Works to resolve staffing, scheduling and room assignment issues.
• Maintains tidiness along with the necessary supplies in the building's common areas and communicates with Facilities about needs that arise for Departmental spaces.
• Orders and maintains office supplies.
• Budget Support: Manages petty cash fund with accurate record-keeping.
• Assists faculty with check requests and the reimbursement of expenses.
• Monitors purchases and expenses to include but not limited to books, syllabi, course materials, instructional materials, all office supplies, and travel expenses.
• Completes purchase order requests, check requests and deposits for faculty.

Education Specific Support:

• Utilizes knowledge and understanding of underlying operational issues to create, compose, and edit technical and administrative correspondence and regular reports such as the Title II report.
• Handles collection and organization of documents for academic assessment on an ongoing basis and more intensively when required to do so for accreditation. (i.e., Middle States, mid-Atlantic, and State of PA)
• Assists student teachers and field students in applying for required clearances.
• Processes clearances to LEAs to facilitate field placements.
• Updates clearances on the Jenzabar (J1) database and counsel students on the student teaching/certification process.
• Counsel students and professors on electronic white boards and other classroom technology such as doc-cams
• Processes student placements for student teachers each semester.
• Prepares and processes honorariums for multiple courses and student teacher supervisors
• Handles curriculum center maintenance, which includes shelving books, keeping inventory, and maintaining materials as aided by a student worker.
• Maintains and updates the following bulletin boards as requested: Job Opportunities, and Educational News as aided by a student worker.
• Retrieves and copies all ETS/Pearson exam scores for advisors and prepares all advising files for advisors.
• Updates the database by adding all ETS/Pearson/PECT exam scores by date taken and number of tries.
• Performs other related duties.
• Attends webinars and trainings related to all PDE specific data collection.
• Assists the Counseling Department with the needed documents for School Guidance Counselor licensing and processing of clearances

Supervision:

• Supervise student employees to include interviewing, hiring, training, planning, assigning/directing work, coaching, evaluating performance, affirming, disciplining, addressing complaints, and resolving problems.
• Must have a mindset of mentoring employees under supervision. Should be able to lead in a way that sets a good example, promotes teamwork, and encourages a positive, efficient work environment.

Exhibits behavior that is consistent with and supportive of Geneva's mission, vision, core values, and standards of conduct:

• Geneva Mission Statement: Geneva College is a Christ-centered academic community that provides a comprehensive education to equip students for faithful and fruitful service to God and neighbor.
• Vision Statement: Geneva College will inspire students to integrate faith in Christ into all aspects of life in the real world, and to serve faithfully within their callings for Christ and Country.
• Core Values:
  • Serve with grace
  • Pursue Godly wisdom
  • Foster academic strength
  • Engage culture faithfully
  • Inspire vibrant hospitality
  • Honor one another
• Standards of Conduct: Employees of Geneva College will affirm upon hire, and annually thereafter, their promise to abide by the College's Standard of Conduct Policy. All employees must conduct their personal affairs so there can be no opportunity for unfavorable reflections upon the Christian beliefs and mission of the College, either expressed or implied. It is expected that employees will conduct themselves in a manner consistent with biblical standards, values, and character. These standards of personal conduct do not apply to family members and/or friends of the employee.

Job Requirements - Administrative:

• General: Individuals must possess the knowledge, skills, and abilities listed or are able to explain and demonstrate that they can perform the essential responsibilities of the job, with or without reasonable accommodations in order to safely perform the essential responsibilities of the job.
• Physical: Must be able to perform the following: talking, hearing, and seeing. Must have sufficient manual dexterity to be able to operate all office equipment including, but not limited to computers, printers, copiers, scanners, and telephones.
• Confidentiality: Individuals must recognize that management of data, including personal information, grades, budgets, programs, and policies is necessary to the operation of the College. Such information must be kept private and confidential for the protection of the College and to obey Federal and/or State laws. Should there be doubt as to whether a certain matter is to be protected, it should be discussed with your supervisor before making a disclosure.
• Mental: Must be able to reason, analyze, prioritize, conceptualize, make judgments, and solve problems.

Qualifications:

• Minimum:
  • Education/Certification: High School Diploma or GED with helpful course work/certification in office management or administration.
  • Experience: Two to four years of experience in a secretarial or administrative assistant position.
  • Skill/Abilities: Able to exchange information clearly and concisely, resolve questions and problems in a professional manner, manage workflow and communicate with the supervisor, comprehend simple instructions, short correspondence, and memos, and prioritize tasks and manage in an atmosphere of frequent interruptions. Possesses the skills of demonstrated high levels of accuracy and attention to detail, demonstrated effectiveness in communications both verbally and in writing, and has proven experience in effective working relationships. Strong typing and computer skills.