Clerical Assistant 2 (Clearfield Campus, Permanent, Part-Time, 18 Hours Per Week)

Posting Number S135 Classification Title Clerical Assistant 2 Working Title Clerical Assistant 2 (Clearfield Campus, Permanent, Part-time, 18 hours per week) Department Physician Assistant Home Campus Lock Haven

• Clearfield Bargaining Unit AFSCME - Agreement Work Location Home Campus Position Type Staff Temporary/ Permanent Permanent Full-time/ Part-time Part-Time If Part-time, specify percentage (Examples: 0.75; 0.50; 0.25)

0.48 (18 hours per week)

Benefits

The Pennsylvania State System of Higher Education provides a comprehensive package of employer benefits to eligible employees and their enrolled dependent(s), which include*:

• Medical and prescription drug benefits.

• Generous retirement plans, two options:

• Alternative Retirement Plan (ARP)

• State Employees' Retirement System (SERS)

• Tuition benefits for employees and dependents.

• Paid time off.

• Employer-paid dental and vision benefits.

• Employer-paid life insurance.

• Voluntary insurances and additional retirement programs.

• Specific benefits may vary based upon university, employee group and/or collective bargaining unit. Visit: http://www.passhe.edu/inside/HR/syshr/healthcare/Pages/Summary-of-Benefits.aspx for additional information regarding benefits.

To be eligible for most benefits, you must be a permanent, full-time employee (including temporary, full-time faculty with at least an academic year contract) or a permanent, part-time employee (including temporary, part-time faculty with at least an academic year contract) who is scheduled to work every pay period for at least 50% of full-time hours.

Start Time 9:00 End Time 13:30 Hours Per Week Other Days Worked (Check all that apply) Mon, Tues, Wed, Thurs Salary $17.70/hour, in accordance with the AFSCME CBA Anticipated Start Date

04/06/2024

Anticipated End Date

N/A

Position Summary Information

Position Purpose

This is a 12-month, part-time position under the direct supervision of the Chairperson of the Department of the Physician Assistant Program. This position provides clerical, and office support within the Physician Assistant Program at the Clearfield Campus to ensure its operations are conducted efficiently and effectively.

Description of Duties

• Assist Department Chair with managing the department budget across the campuses, communicate with business office to rectify budget discrepancies, maintain department budget tracking spreadsheets and monitoring budget totals throughout the year.

• Assist Department Chair with the monthly balancing of Clearfield's purchase card (p-card) statement.

• Student support services for 12 students as directed by department chair and program director to include department level processing of registrar-related forms, graduation applications, individualized instructions, independent studies, etc.; routing forms to appropriate offices.

• Assist two faculty members in the completion of travel request forms to include proper cost estimates, completion of travel vouchers, reservation of rental vehicles, and complete expense forms for travel to appropriate campuses.

• Serve as the "point person" for the PA program department at the Clearfield campus to include setting up prospective student visits, creating special event announcements, and communicating with PA students regarding special events.

• Anticipate and determine office supply needs for the PA Program at Clearfield including requests from faculty. Monitor office supply inventory, prepare supply requisitions.

• Assist in the purchase and acquisition of major equipment to include obtaining quotes from vendors, investigate institutional funding sources, make recommendations to the department chair, complete the steps for purchases to include the completion of academic equipment form requests. The completion of service and standard requisitions in Source Point, serve as the initial contact for receipt of major equipment for the Clearfield campus.

• Prep for each new, incoming Didactic PA class including Welcome letter, mentor/mentee list, local housing list, seating chart, files, signage, IDs and parking badges at the Clearfield campus.

• Communicate and coordinate work with other clerical staff members at all campuses of the Physician Assistant Department.

• Assume the duties of other clerical staff members within the Department of Physician Assistant Studies when a person is off work for any reason.

• Assist with taking minutes at department and committee meetings as needed.

• Handle preceptor CME including application submission for upcoming year, tallying CMEs per PA preceptor, emailing certificates, conducting post activity surveys of preceptors and preparing all paperwork required for the reconciliation of CMEs each clinical year.

• Assist with graduate surveys, employer surveys, preceptor evaluations and data collection for accreditation.

• Other duties as assigned.

Decision Making

In this position, it is important to have the ability to communicate with faculty and staff across four campus locations in order to make decisions that work for the benefit of the entire PA Program.

Fiscal Responsibility

In conjunction with department chair, monitors the PA program department budget to ensure budget is not depleted before year-end. Advises department chair of office needs, academic equipment needs, and office priorities. Well versed in university electronic systems to encumber funds and makes purchases.

Supervisory Responsibility

N/A

Minimum Requirements Profile

Six (6) months as Clerical Assistant 1;

OR

graduation from high school;

OR

an equivalent combination of experience and training.

Keyboarding skills are required to meet standards for speed and accuracy.

Preferred Qualifications

Applicant Rating Criteria Knowledge, Skills & Abilities

• Knowledge of English grammar, spelling, and punctuation at a level equivalent to that used in writing or adjusting written materials, and of technical vocabularies or ability to independently verify such accurately by using resource materials.

• Knowledge of standard office procedures, practices, conduct and actions necessary in maintaining harmonious working relationships, and of the types, organization and use of standard office files, logs, forms and letter formats.

• Skill in typing at a minimum speed rate of 40 words per minute and in the operation of various computers/software packages to produce finished copy of a variety of typing assignments, including charts and diagrams.

• Ability to understand and follow oral and written instructions which explain multifaceted procedures.

• Ability to organize and prioritize work in a manner which insures smooth processing and accomplishment of priority items on schedule.

• Ability to make duty-oriented decisions on the basis of well-defined standards and precedents.

• Ability to compose letters and correspondence from both verbal or written outlines and notes.

• Ability to operate office machines such as an adding machine, photocopier, and fax machines.

• Screen incoming telephone calls for departmental faculty; handle routine requests for information; direct callers and visitors to appropriate departmental faculty; records messages for faculty.

• Proofread typed materials to ensure documents are grammatically and typographically correct, complete, and adhere to departmental guidelines.

• Prepare and process various forms including purchase orders and maintenance work orders.

• Proficient knowledge of Microsoft Office products.

• Learn new software programs used by Commonwealth University.

Essential Functions

• Sitting

• Working indoors

• Frequent lifting of objects weighing less than 5 pounds

• Occasional lifting of objects weighing less than 25 pounds

• Reaching for objects at or above shoulder level

• Occasional twisting at waist or stretching to reach objects

• Basic math skills; ability to read and understand written documents

• Writing skills in preparing and organizing documents

• Sensory skills; visual, hearing, and speech

• Keyboard skills

Posting Detail Information

Open Date mm-dd-yyyy 02/08/2024 Close Date mm-dd-yyyy Open Until Filled Yes Special Instructions to Applicants

• For full consideration, applications must be received by March 30, 2024.

• Finalists for this position must communicate well and successfully complete an interview process.

• Completing this search is contingent upon available funding.

Background Clearances

Offers of employment are conditional, pending successful completion of the background clearances mandated by Act 153 of 2014 and Board of Governors Policy 2014-01-A: Protection of Minors. In order to qualify for a provisional appointment, the Applicant Acknowledgement Consent Form, Provisional Hire Form, Pennsylvania State Police and Justifacts portion of the clearance process must be successfully completed prior to your start date. The remaining PA Child Abuse History Clearance and FBI Clearance must be successfully completed and returned as soon as possible within the first 90 days of employment.

Diversity Statement

At Commonwealth University we recognize our responsibility to continuously support a living, learning, and working environment that values the diverse contributions from all members of our campus community. Our commitment to diversity, equity and inclusion enriches our campus community and is instrumental to our institutional success. Commonwealth University strives to cultivate a campus climate that allows all members to embrace diversity, equity and inclusion as we achieve success both in and out of the classroom, in our work responsibilities, and in our professional lives beyond Commonwealth University. We uphold our commitment to DEI by:

• Actively supporting and promoting the intellectual and personal growth of our students, inside and outside of the classroom.

• Providing workshops, trainings, programs designed to broaden the knowledge and understanding of diversity, equity and inclusion within our campus community.

• Ensuring that all learning and living environments throughout our campus are welcoming and capable of serving all individuals.

Title IX/Clery

The University prohibits any form of discrimination or harassment on the basis of sex, race, color, age, religion, national or ethnic origin, sexual orientation, gender identity or expression, pregnancy, marital or family status, medical condition, genetic information, veteran status, or disability in any decision regarding admissions, employment, or participation in a University program or activity in accordance with the letter and spirit of federal, state, and local non-discrimination and equal opportunity laws, such as Titles VI and VII of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Age Discrimination in Employment Act, the Americans with Disabilities Act and ADA Amendments Act, the Equal Pay Act, and the Pennsylvania Human Relations Act.

The University also complies with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crimes Statistics Act, as amended by the Violence Against Women Act (VAWA). Title IX prohibits retaliation for asserting or otherwise participating in claims of sex discrimination. VAWA imposes additional duties on universities and colleges to investigate and respond to reports of sexual assault, stalking, and dating or domestic violence, and to publish policies and procedures related to the way these reports are handled. The University has designated the Title IX Coordinator (Jennifer Raup, Elwell Hall, ORL, 570-389-4808, jraup@commonwealthu.edu or titleixcoord@commonwealthu.edu), to coordinate the University's compliance with Title IX and VAWA and to respond to reports of violations. The University has directed the Police Department to coordinate the University's compliance with the VAWA-related Clery reporting requirements. Additionally, inquiries concerning Title IX and its implementing regulation can be made to the U.S. Department of Education, Office of Civil Rights, Region III, The Wanamaker Building, 100 Penn Square East

• Suite 505, Philadelphia, PA 19107; Phone: (215) 656-6010; Fax: (215) 656-6020.

About Commonwealth University of PA

The Power of Three Bloomsburg, Lock Haven and Mansfield universities have joined forces to boldly transform higher education in our region and beyond. While we are uniting as Commonwealth University of Pennsylvania, you can expect a college experience that is anything but common.

We're Honoring our History by preserving the founding principles of each campus and continuing our vibrant on-campus student experience, serving as pillars of our communities, supporting students and our neighbors alike.

We're Investing in Today by answering the greatest challenges facing higher education: accessibility, cost, quality, and relevance through the combined strength of our storied institutions.

We're Building a Powerful Tomorrow by boldly changing the trajectory of public education to position ourselves for growth, increased access, and to meet economic and workforce development needs in our region, across Pennsylvania and beyond.

Quick Link https://commonwealthu.peopleadmin.com/postings/1675