Clerical Assistant 2

Posting Number S241P Posting Text Job Title Clerical Assistant 2 Type of Employment Full Time Bargaining Unit AFSCME Full-Time/Part-Time FLSA Salary Range $34,621 Department Student Outreach and Success

Posting Text

Job Summary / Basic Function

ESSENTIAL DUTIES:

• Request and prepare a variety of reports and data related to international student enrollment and study abroad.

• Coordinate the calendar of events, make appointments, schedule meetings, and conferences. Arrange for travel (domestic and international) overnight lodging; prepare the required forms for the Director.

• Assist in maintaining budget data and supporting documentation.

• Maintain an inventory of office supplies and reorder when necessary..

• Post undergraduate and graduate job openings through Handshake and maintain the posting from creation to completion. Authorize funding for student employees through BANNER and notify payroll for addition to e-Time.

• Data entry and proficient use of software and computer technology: i.e. BANNER, Microsoft Office products, Adobe Acrobat, SAP, Starfish, internet research, Argos, etc.

• Comply with the Federal Educational Rights and Privacy Act (FERPA).

• Maintain Global Education Office webpages.

• Gather information at the direction of the Director.

• Respond to prospective student inquiries received by phone, electronic correspondence, and/or personal contact. Refer prospective students to appropriate departments, when necessary.

• Provide information, create files, prepare correspondence and forms, and track enrollment related to the offer of admissions to international students.

• Maintain student files.

• Draft letters for the Director's signature.

• Assist Director in student retention efforts by identifying students who are having academic challenges (via Starfish's early alert).

• Gather information, prepare correspondence, notify appropriate personnel and offices and assist with arrangements for study abroad programs and other international travel.

• Transfer budget information into Excel spreadsheets and update study abroad budgets, as needed.

• Create spreadsheets to monitor and track study abroad payments and outstanding balances, send payment due notices.

• Serve as DSO, with guidance of Director/PDSO to assist with SEVIS student registration at the beginning of each semester.

• Assist Director, as needed, with schedule verification.

• Assist Director, as needed, with airport pickup.

• Draft correspondence and send export control paperwork to employees traveling internationally. Complete IT tickets for international travel laptop requests.

Required Skills, Knowledge & Abilities

• Knowledge of the use and functionality of Microsoft Office Suite software.

• Knowledge of standard vocabulary and usage, spelling, grammar, and punctuation.

• Ability to use an alphanumeric keyboard.

• Ability to proofread information for conformance with prescribed standards.

• Ability to sort and file information.

• Ability to perform mathematical calculations.

• Ability to follow oral instructions.

• Ability to read and understand written materials.

• Ability to communicate effectively orally.

• Ability to communicate effectively in writing.

• Ability to establish and maintain effective working relationships.

Minimum of Education / TrainingRequired Education Summary

Six months as a Clerical Assistant 1 (commonwealth title); or graduation from high school; or an equivalent combination of experience and training.

Preferred Qualifications

• Associates Degree in Business or related field.

• Experience in Word, Excel, Access, PowerPoint, SAP and Banner.

• Good customer service skills, including pleasant demeanor and ability to tactfully resolve issues.

• Good organizational skills.

• Ability to work independently after receiving written or oral instruction.

• Experience with diverse populations either via direct contact or international travel.

Physical Demands Work Location Any PennWest Campus. Is travel to other PennWest campuses required for this position? If so, how often?

No.

Work Hours 8am - 4pm Posting Date 06/06/2024 Closing Date Open Until Filled Yes Diversity Statement

The Office of Diversity, Equity, and Inclusion is committed to and accountable for cultivating an environment that advances diversity, equity, and inclusion (DEI). We strive to create a community that affirms the identities of every individual and affords them dignity and respect, regardless of difference.

ADA Statement

To request reasonable accommodation to participate in the job application or interview process, contact Amy Salsgiver, Executive Director of Equity and Title IX, asalsgiver@pennwest.edu; 814-393-2109. Pennsylvania Western University complies with federal and state disability laws and makes reasonable accommodations for applicants and candidates with disabilities.

EEO Statement

Pennsylvania Western University of Pennsylvania is committed to equal employment and equal educational opportunities for all individuals regardless of gender, gender identity, race or color, ethnicity, national origin or ancestry, age, mental or physical disability, religion or creed, genetic information, affectional or sexual orientation, veteran status, or other classifications that are protected under Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, the Americans with Disabilities Act of 1990, and other pertinent state and federal laws and regulations. Direct inquiries to the Title IX Coordinator/Director of Equity and Title IX, 423 Becht Hall 16214-1232; Email asalsgiver@pennwest.edu or phone 814-393-2109. Inquiries may also be directed to the Director of the Office for Civil Rights, Department of Education, 330 Independence Avenue, SW, Washington, DC 20201.