Temp Administrative Specialist and Student Placement Coordinator

Geneva College•Beaver Falls, PA

3d•Onsite

About The Position

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.

Requirements

High School Diploma or GED with helpful course work/certification in office management or administration.
Two to four years of experience in a secretarial or administrative assistant position.
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.
Demonstrated high levels of accuracy and attention to detail.
Demonstrated effectiveness in communications both verbally and in writing.
Proven experience in effective working relationships.
Strong typing and computer skills.
Strong basic knowledge of the Microsoft Suite, particularly with Word and Excel.
Must be flexible and able to work independently.
Able to meet deadlines.
Skilled in organizing resources and establishing priorities.
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.
Must be able to reason, analyze, prioritize, conceptualize, make judgments, and solve problems.
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.
An eligible candidate must be a thoughtful and articulate Christian and an active member of a Protestant evangelical Christian church.
An eligible candidate must understand and support the College’s “Foundational Concepts of Christian Education” by expressing an evangelical Christian profession of faith and demonstrate the ability to integrate a Christian perspective in their work.

Nice To Haves

Bachelor’s degree in a related field.
Four or more years of experience in a secretarial or administrative assistant position at a college or university, ideally in an academic department.
Advanced computer skills with extensive experience using Word and Excel.
Familiarity with educational software and tools such as ADOBE and Google Forms and Sheets.
Ability to analyze and solve problems creatively.
Ability to make administrative decisions and judgments when necessary.
Preference will be given to the candidate who supports and has an articulate understanding of the Reformed faith.

Responsibilities

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.
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.
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.
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.
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.
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.
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.