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Administrative Assistant - Undergraduate Department of Education and Graduate Program in Counseling

Position Details

Classification Details

FLSA Status Non-Exempt

Position Information

Position Title Administrative Assistant - Undergraduate Department of Education and Graduate Program in Counseling
Position Type Staff
Employee Group Staff
Time Status Part-Time
Time Category Limited Hour (< 1000 hours)
Annual Hours 940
# of Months 12
Hours Per Week 20 hrs/week (40 weeks); 8 hrs/week (10 weeks)
Work Dates

July 1 – June 30

Campus Grantham

Position Description

Position Summary

This position provides support to the work of the Undergraduate Department of Education (15 hours) including serving as first point of contact for internal and external constituencies; project management; event coordination; calendar coordination; maintaining websites and general support responsibilities, as well as the Graduate Program in Counseling (5 hours), providing support for distance school counseling field placements. Summer hours for undergraduate education only, 6-8 hours per week.

Education Required

Associate’s Degree requiredBachelor’s Degree preferred.

Education Preferred

Bachelor’s Degree preferred.

Experience Required

2-3 years of administrative support experience

Experience Preferred

At least one year of experience with teacher education preferred.

Skills, Characteristics Required for Position

• Professional-level communication skills, including strong writing, editing, speaking and comprehension skills
• Strong organizational skills including time management skills and the ability to prioritize multiple responsibilities
• Ability to communicate successfully across departments and with various constituencies, including external contacts
• Expert computer proficiency including the ability to work independently in Banner, Excel and various databases as well as understand basic web design
• Ability to maintain and generate various reports
• Ability to work independently on complex projects with little to no oversight
• Ability to supervise work study student

Special Working Conditions


Driving Requirements


Essential Employee N/A
Primary Duties

1. Support Chair of the Undergraduate Department of Education and Teacher Education Program Field Placement Coordinator
Grad Level:
2. Work with TEP Field Placement Coordinator to identify, secure, and confirm distance school placements for students in the School Counseling track of the Graduate Program in Counseling.
Undergrad Level:
3. Interview and hire work study students.
4. Delegate tasks and supervise the work study students.
5. Manage daily administrative duties including phone messages, email, mail, copying, file management, semester newsletter, and faculty loads information.
6. Assist with conference registrations and travel arrangements.
7. Review and maintain Department of Education website, Facebook page and CANVAS site.
8. Assist with incoming applications for the undergrad department. Prepare files and manage data as requested, which may include scheduling interviews and sending admission and orientation letters.
9. Reserve rooms, coordinate housing, order food, send communication to students and faculty for various events, faculty searches, etc.
10. Plan and support the implementation of events.
11. Attend department meetings: prepare and distribute meeting minutes.
12. Manage budget, process reimbursement requests, and Visa allocations.
13. Collect and maintain course syllabi.
14. Process faculty IDEA evaluations according to department practice.
15. Collect and track assessment data. Maintain assessment management program.
16. Manage the day-to-day logistics of undergraduate faculty searches and assist with faculty orientation/support services.
17. Assist with the preparation and dissemination of promotional materials for the Department of Education.
18. Update operational policies and procedures on behalf of the program as requested, including but not limited to the student handbook.
19. Assist with preparation, update, and submission of department documents.
20. Maintain consistent and reliable attendance.

Secondary Duties

1. Maintain office equipment and order supplies.
2. Other duties as assigned.

Supervises: # of Administrative 0
Supervises: # of Staff 0
Supervises: # of Student 2
Posting Date 06/13/2017
Open Until Filled No
Application Deadline

Posting Specific Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

Required Documents
  1. Cover Letter/Letter of Interest
  2. Resume
  3. Personal Statement - Faith
Optional Documents