POSITION FILLED
Date: September 30, 2023 Position Available: Administrative Assistant, Education Department Position Reports to: Chair, Education Department Department: Education Department / Academic Affairs FLSA Status: Non-exempt Schedule: Full-time, Monday – Friday, 8:30 a.m. – 4:30 p.m. Please apply online: https://franciscan.edu/administrative-assistant-education-department/ POSITION SUMMARY The Administrative Assistant for the Education Department is responsible for purchasing and allocating transactions, correspondence within and outside the department, keeping student files updated, interacting with students, ensuring department documents are current, assist in recruitment efforts, communicate with local schools, attend and help organize/set up faculty meetings, student seminars, and other meetings, and assist faculty with tasks pertaining to classes. This individual also works closely with the department’s student SWOP worker, assigning tasks, overseeing their work, and providing assistance. The individual in this position also takes minutes during the education department meetings, sets up/assists with Baron Day advising, oversees and approves all Ohio licenses within the department, submits yearly Title II reports with data collected throughout the previous year, maintains various spreadsheets (e.g., those entering the Teacher Education program, data scores on Pre-CPAST and CPAST scores, contact information, etc.), and maintains advising lists to ensure all students are enrolled with an academic advisor. This position also requires the individual to assist in both state and national accreditation process. PRIMARY RESPONSIBILITIES 1. Provides administrative and accreditation support for 5 full time faculty, including department chair, and 8 part-time faculty, as well as with associated materials for school partners. Creates, enters, formulates, manages, and shares departmental data for all programs in alignment with state and national accreditation processes. Maintains student information as needed for advising, program fulfillment, and accreditation purposes. 2. Maintains all education department files, fields department inquiries and communications, and manages the student SWOP worker. Maintains and updates advising lists to ensure all students are enrolled with an academic advisor. Participates in department and data meetings. 3. Submits yearly Title II reports relative to yearly data collection, organizes, sets up, and participates in education department meetings, Education Days, Baron Days and other meetings. Oversees and approves all Ohio licenses within the department. 4. Provide day-to-day support for education students. 5. Assists faculty in day-to-day functions within the department. 6. Communicates with graduates, maintains data relative to graduates, communicates with current students, maintains updated state and national information as it pertains to clearances, licensure, and accreditation. 7. Coordinates departmental activities, including scheduling, room reservation, record keeping, and purchasing supplies, food, etc. This is not intended to be an all-inclusive list. Additional duties, expectations and responsibilities may be added or changed as needed to meet the University’s needs. REQUIREMENTS Must understand, support and embrace the mission of Franciscan University of Steubenville and possess the following: Work Experience • Secretarial or administrative assistant experience. • Experience with Excel, Word, OneDrive, Google Drive • Ability to create and manage data within Excel Competencies • Able to complete assigned tasks in an autonomous fashion in the absence of the department chair. • Able to effectively interact with and assist faculty, staff, students, local schools, and community partners. • Can be consistently counted on to follow through, meet commitments and deliver results. • Consistently checks work for accuracy, appropriateness, and completeness. • Share information openly to ensure everyone has what they need to perform effectively. • Willingness to learn and assist with the state and national accreditation process. • Ability to prioritize work and multi-task. • Uses effective speaking and listening techniques to ensure clear and actionable communications. Education/Credentials • Bachelor’s Degree preferred. Minimal education of associate degree or some post high school education in a relative field. • Training, demonstrated expertise, or willingness to learn education and accreditation terminology expected. Technical Skills • Communication skills (oral and written, including excellent use of grammar, spelling, and punctuation) • Strong typing skills and knowledge of technology, including Microsoft Word, Excel, OneDrive, and Google Drive • Organizational skills Workplace Factors • No physical demands. Work is done indoors. • Minimum travel throughout campus. Candidates must submit an online application, a resume and a cover letter that demonstrates their fit for the position based on their experience, accomplishments and skills as well as their desire to advance the mission of Franciscan University. Please apply online: https://franciscan.edu/administrative-assistant-education-department/ For other information and job postings, visit our website at https://www.franciscan.edu Franciscan University of Steubenville is committed to principles of equal opportunity and is an equal opportunity employer.