Administrative Assistant, College of Education

Job Summary: This 12-month position is responsible for providing administrative support to the Office of the Dean for the College of Education (COE).

Essential Job Duties:

• Maintain dean’s office files for all faculty/staff in the College of Education, including individual load reporting forms, professional development requests, absence reports, curriculum vita, etc.
• Maintain current set of Human Resources forms used for adding/changing faculty and staff positions.
• Prepare contract assignments in Colleague for the College of Education for each course on the schedule as well as for other faculty load responsibilities. Prepare faculty load reports for full-time faculty, part-time faculty, instructional staff, and adjunct faculty.
• Process extra pay/stipend requests in Colleague and those for accounts payable from the dean’s office.
• Facilitate the hiring process of new adjunct faculty in the College of Education with Human Resources and the Payroll Office by receiving applications, scheduling the dean’s interview, receiving transcripts and payroll documents, and sending documents to Human Resources. Prepare the recommendation for the adjunct contract and send it with the faculty application to the Office of the Provost. When approved by the provost and returned to the dean’s office, send the contract to the new adjunct faculty member. When signed and returned, send the contract to Human Resources.
• Prepare recommendations for renewal contracts for returning adjunct faculty and send them to the Office of the Provost. When approved by Provost, send contracts to adjunct faculty members. Collect signed contracts and submit them to the Payroll Office.
• Assist the dean as necessary with budget and record keeping duties, including the corporate credit card. Handle correspondence, phone calls, dean’s office files, and schedule appointments for the dean. Assist the provost, associate deans, assistant deans, department chairs, graduate program directors, faculty, staff, and students in their interactions with the dean’s office.
• Serve as liaison between the dean’s office and the Academic Center for review of class schedules before forwarding to the registrar for set-up and for changes to published class schedules thereafter.
• Assist in coordinating documents for curriculum approval/change process.
• Maintain the electronic collection of all syllabi for courses taught under the College of Education.
• Serve as recorder and keeper of the minutes for meetings of the School of Education faculty/staff.
• Assign majors and advisors for students who choose majors in the Department of Physical Education, Wellness, and Sport.
• Assist the Dean, Associate Deans, and program directors to ensure that the Undergraduate Catalogue and Graduate Catalogue are revised and published promptly.
• Assist with other duties as assigned by the dean or with duties necessary to facilitate the work of the dean’s office and the College of Education.

Required Qualifications:

Graduation from an accredited college or university with a bachelor’s degree and a minimum of three years of clerical administrative experience; or an equivalent combination of training and experience. The position requires superb organizational skills as well as the ability to organize data and calendars, schedule appointments, and create and maintain physical and electronic filing and record-keeping systems. This position also requires demonstrated proficiency with Microsoft Word and Excel and strong written and oral communication skills. The position requires the ability to work closely with the dean, associate deans, faculty, staff, and college students, as well as work with confidential information and data.