Office Assistant to the Assistant Dean of Transportation Technology

Pennsylvania College of Technology•Williamsport, PA

9h•$20 - $24•Onsite

About The Position

Overview Following standard procedures, this person will perform administrative and secretarial duties for the School of Engineering Technologies, as well as the Assistant Dean of Transportation. Benefits include : medical and dental insurances, retirement plans, paid time off, educational benefits for employees and dependents at Penn College and Penn State University, and more. For additional information, click here . Qualifications EDUCATION Associate's Degree In a related discipline OR equivalent combination of education and experience. Required EXPERIENCE Two (2) years of administrative secretarial or business administrative experience. Required Experience in an academic setting. Preferred ABILITIES AND SKILLS Interpersonal skills necessary to deal effectively and courteously with students, faculty, staff, and the public. Required Ability and willingness to adopt the philosophy of the School of Engineering Technologies and serve as a role model to students, staff, and faculty. Required Knowledge of office procedures and proficiency in the composition of letters, meeting minutes and record keeping. Required Knowledge of school and college policies, procedures, and operations. Required Developed organizational skills to include ability to prioritize functions and time management. Required Ability to resolve routine problems with accuracy and composure. Required Ability to work independently, applying critical thinking skills to projects and daily situations. Required Capable of dealing with a variety of assignments simultaneously. Required Ability to work effectively and efficiently in a changing and challenging, high stress environment. Required Ability to handle sensitive and personal information and files in complete confidence. Required Functional ability with integrated computer software applications utilized in the office, e.g., Word, Excel, Outlook, Colleague, enterprise resource planning software, EMS, etc. Required Responsibilities Provide administrative support for the Assistant Dean(s). Provide limited support as needed to Department Heads / Lead Faculty. Provide assistance to callers and visitors to the school/division office as well as provide coverage to other School secretaries/office assistants when they are out. Respond to questions about all School offerings. Coordinate master schedule timeline/process with department heads and assistant dean(s), to include performing a final audit prior to submission to Registrar. Assist faculty and students with scheduling. Distribute class rosters, schedules, advising profiles and other pertinent materials; and collect and compile and forward such materials to appropriate offices. Accumulate and prepare for the Dean and Assistant Dean(s) the master schedule, enrollment and staffing reports, including low enrolled sections, excess overloads, and other reports as directed. Process various forms for students/faculty such as course substitution, nontraditional credit verification, alternative curriculum, drop/add forms, teaching preferences and incomplete contracts. Coordinate the inventory supply process for the division. Assist the Assistant Dean(s) with the coordination of capital, operating, and grant budgets. Process budget transfers and chargebacks as requested. Prepare mailings directed by supervisor. Initiate/prepare replies to routine correspondence for the Assistant Dean(s). Maintain the Assistant Dean(s) appointment calendar and prepare reminders and notify the appropriate parties. Maintain filing/retrieval systems. Arrange/process requests and reimbursement for staff development and travel accommodations for School office personnel and the Assistant Dean(s) direct reports as per policy; maintain required records. Prepare parttime teaching agreements for the Assistant Dean(s) direct reports and faculty in ET for Dean/Assistant Dean approval. Initiate online processing of part-time/overload faculty pay for the School. Process personnel action forms for division positions; maintain applicant folders, arrange search committee meetings, interviews, applicant travel arrangements and on campus interview days. Process purchase orders as requested by the Assistant Dean(s) and for the School office. Process work orders for the School Office, other departments as requested. Sort, distribute, collect, and compile a variety of materials for the school or division, such as profiles, academic review material, commencement award nominations, and weekly updates. Take, transcribe and disseminate program and division meeting minutes and for Advisory Committee meetings for assigned departments. Sort and distribute mail for division faculty/staff. Receive and disseminate student advanced placement, field trip and other requests requiring Dean or Assistant Dean review and approval. Prepare, update, and maintain probationary and non-probationary faculty evaluation materials, files, and evaluation schedule. Assist the Assistant Dean(s) by scheduling rooms, and gathering, sorting and distributing lists by program for Academic School or Division Meetings. Schedule classroom assignments and conference room usage when requested. Maintain up-to-date knowledge of changes in college policy, processes, and electronic systems; provide guidance to division secretaries regarding implementation of these changes to ensure that program administrative processes are consistent and in alignment with the college. Facilitate updating of division promotional materials and program web pages. Assist in general research projects, e.g., contact sources for data, compile statistics, etc. Process updates to the division portal pages. Maintain supplies and maintenance schedule for the division’s copier. Attend continuing education programs for self-improvement and program related certifications. Assist with preparation of accreditation/ approval materials for/during site visits. Facilitate office procedures by developing and implementing improved methods for completing the job requirements. Assist full-time and part-time faculty in all ET programs on day-to-day college policy and procedures (e.g. submitting timesheets, entering grades, ordering textbooks, scheduling and various misc. requests). Maintain database for faculty qualifications and credentialing. Prepare recruitment and promotional materials for recruitment trips and on and off campus special events (e.g., career days, open houses, tours, etc. Respond to or redirect Internet inquiries. Schedule special media equipment usage requests. Contact vendors for prices and order supplies. Provide secretarial and clerical support to the School's Departments, faculty and staff as requested by the Dean or Assistant Dean(s). Assist with special School projects. Manage the rental car reservation/payment process for the School. Process PA State Inspection materials, Vehicle title transfers, and other forms required for compliance with Commonwealth of Pennsylvania D.O.T. requirements.

Requirements

Associate's Degree In a related discipline OR equivalent combination of education and experience.
Two (2) years of administrative secretarial or business administrative experience.
Interpersonal skills necessary to deal effectively and courteously with students, faculty, staff, and the public.
Ability and willingness to adopt the philosophy of the School of Engineering Technologies and serve as a role model to students, staff, and faculty.
Knowledge of office procedures and proficiency in the composition of letters, meeting minutes and record keeping.
Knowledge of school and college policies, procedures, and operations.
Developed organizational skills to include ability to prioritize functions and time management.
Ability to resolve routine problems with accuracy and composure.
Ability to work independently, applying critical thinking skills to projects and daily situations.
Capable of dealing with a variety of assignments simultaneously.
Ability to work effectively and efficiently in a changing and challenging, high stress environment.
Ability to handle sensitive and personal information and files in complete confidence.
Functional ability with integrated computer software applications utilized in the office, e.g., Word, Excel, Outlook, Colleague, enterprise resource planning software, EMS, etc.

Nice To Haves

Experience in an academic setting.

Responsibilities

Provide administrative support for the Assistant Dean(s).
Provide limited support as needed to Department Heads / Lead Faculty.
Provide assistance to callers and visitors to the school/division office as well as provide coverage to other School secretaries/office assistants when they are out.
Respond to questions about all School offerings.
Coordinate master schedule timeline/process with department heads and assistant dean(s), to include performing a final audit prior to submission to Registrar.
Assist faculty and students with scheduling.
Distribute class rosters, schedules, advising profiles and other pertinent materials; and collect and compile and forward such materials to appropriate offices.
Accumulate and prepare for the Dean and Assistant Dean(s) the master schedule, enrollment and staffing reports, including low enrolled sections, excess overloads, and other reports as directed.
Process various forms for students/faculty such as course substitution, nontraditional credit verification, alternative curriculum, drop/add forms, teaching preferences and incomplete contracts.
Coordinate the inventory supply process for the division.
Assist the Assistant Dean(s) with the coordination of capital, operating, and grant budgets.
Process budget transfers and chargebacks as requested.
Prepare mailings directed by supervisor.
Initiate/prepare replies to routine correspondence for the Assistant Dean(s).
Maintain the Assistant Dean(s) appointment calendar and prepare reminders and notify the appropriate parties.
Maintain filing/retrieval systems.
Arrange/process requests and reimbursement for staff development and travel accommodations for School office personnel and the Assistant Dean(s) direct reports as per policy; maintain required records.
Prepare parttime teaching agreements for the Assistant Dean(s) direct reports and faculty in ET for Dean/Assistant Dean approval.
Initiate online processing of part-time/overload faculty pay for the School.
Process personnel action forms for division positions; maintain applicant folders, arrange search committee meetings, interviews, applicant travel arrangements and on campus interview days.
Process purchase orders as requested by the Assistant Dean(s) and for the School office.
Process work orders for the School Office, other departments as requested.
Sort, distribute, collect, and compile a variety of materials for the school or division, such as profiles, academic review material, commencement award nominations, and weekly updates.
Take, transcribe and disseminate program and division meeting minutes and for Advisory Committee meetings for assigned departments.
Sort and distribute mail for division faculty/staff.
Receive and disseminate student advanced placement, field trip and other requests requiring Dean or Assistant Dean review and approval.
Prepare, update, and maintain probationary and non-probationary faculty evaluation materials, files, and evaluation schedule.
Assist the Assistant Dean(s) by scheduling rooms, and gathering, sorting and distributing lists by program for Academic School or Division Meetings.
Schedule classroom assignments and conference room usage when requested.
Maintain up-to-date knowledge of changes in college policy, processes, and electronic systems; provide guidance to division secretaries regarding implementation of these changes to ensure that program administrative processes are consistent and in alignment with the college.
Facilitate updating of division promotional materials and program web pages.
Assist in general research projects, e.g., contact sources for data, compile statistics, etc.
Process updates to the division portal pages.
Maintain supplies and maintenance schedule for the division’s copier.
Attend continuing education programs for self-improvement and program related certifications.
Assist with preparation of accreditation/ approval materials for/during site visits.
Facilitate office procedures by developing and implementing improved methods for completing the job requirements.
Assist full-time and part-time faculty in all ET programs on day-to-day college policy and procedures (e.g. submitting timesheets, entering grades, ordering textbooks, scheduling and various misc. requests).
Maintain database for faculty qualifications and credentialing.
Prepare recruitment and promotional materials for recruitment trips and on and off campus special events (e.g., career days, open houses, tours, etc.
Respond to or redirect Internet inquiries.
Schedule special media equipment usage requests.
Contact vendors for prices and order supplies.
Provide secretarial and clerical support to the School's Departments, faculty and staff as requested by the Dean or Assistant Dean(s).
Assist with special School projects.
Manage the rental car reservation/payment process for the School.
Process PA State Inspection materials, Vehicle title transfers, and other forms required for compliance with Commonwealth of Pennsylvania D.O.T. requirements.