Clerical Assistant 2 - Political Science (Part-Time)

Working Title Clerical Assistant 2 - Political Science (Part-Time) Department Political Science Position Category Support Staff Posting Number SP00729 Position End Date (if other than Permanent) Hours per Week 18.75 Salary Range Starting salary is $ 17,310.50 annually ($17.70/hour) including part-time benefit packages Full/Part Time Part Time Type of Position Permanent

Position Summary Information

General Description/Position Purpose

The Political Science Department offers the following programs: Bachelor of Arts in Political Science, Bachelor of Science in Public Administration, Minors in Political Science and Public Administration and a Masters in Public Administration.

The position of Department Secretary includes independently complex work including, but not limited to:

• Sole worker responsible for maintaining the smooth flow of the academic department office. Total responsibility of working directly with the Chairperson plus faculty members in the department, undergraduate and/or graduate students in the department and in other departments, the University's Administration and the public outside the University. Must interact with a wide variety of personalities and know how to access a wide variety of information. Must also display utmost discretion and confidentiality.

• The Department Secretary serves as the office manager as well as fulfilling the secretarial needs of the Chairperson, faculty and students in the department. This position requires independent judgment, completion of prioritization of various tasks, which requires in-depth knowledge and understanding of the department. Department Secretary conducts departmental business independently.

• Independently performs a variety of complex assignments in the midst of a high traffic work environment, interpreting and organizing assignments and prioritizing the same on a daily basis. Responsible for initiating various tasks through to completion. Makes decisions, delegates and rearranges work priorities as required for proper completion of tasks in regulating and controlling the office activities and document flow within the department. Ensures that the department's standard operating procedures timelines are adhered to. Work involves assisting the Chair in a variety of details pertaining to the maintenance of an appointment calendar, provision of necessary materials for scheduling meetings, processing memoranda from the various faculty within the department. Work is performed independently under the direction of the Chair and is reviewed for accuracy, timeliness, and adherence to policies and procedures.

• Initial point of contact for the Department for current and prospective students, parents and others internal or external to the University, screening visitors and phone calls. Answers inquiries or refers them to appropriate person for handling and requiring effective communication skills for all said interaction.

• Sorts mail delivered to the office and routes it to the proper faculty mailbox. Maintains control over incoming and outgoing correspondence, provide proper information pertaining to various questions concerning mass mailings, postage, federal express, and other pertinent postal information. Responsible for receiving and signing for packages delivered. Responsible for making sure packages are properly distributed.

• Reviews correspondence prepared for the Chair's signature for grammar format, completeness, and consistency with department policy. Composes complex letters and memoranda to administration, students and faculty, potential students, college and universities as deemed necessary. Collects and organizes data required by the Chair for meetings and appointments. Arranges and schedules appointments and prepares travel arrangements for the Chair and faculty. Reserves rooms for exams and meetings, requests changes for classroom and meeting locations and times involving the department. Research room availability and verify before reservation is made.

• Uses Banner and Department Information Systems to assist the Department Chairperson with the preparation of the academic schedule and offerings, course times, room assignments and identifying instructors; assisting students with obtaining information on course availability and to determines whether they have holds on their schedules; assigns academic advisors; schedules transfer and readmitted students; prepares applications for graduate admission for review by Department Chairperson.

• Prepares Request to Fill and hiring documentation for adjunct faculty recruited each semester as well as documentation required to secure authorization for and payment of overload to regular faculty members.

• Prepares Excel spreadsheets to facilitate changes to be made to faculty schedules each semester. This includes any additions, deletions and/or changes to the Associate Dean, Registrar, Scheduling Office and Provost's Assistant.

• Schedule transfer students that are admitted to the department which requires an overall knowledge of general education and program requirements as well as prerequisites. I coordinate and input the necessary classes with non-conflicting days and times and answer questions and changes that may arise after notifying students of their schedule. I enroll students in classes within the department as well as to open sections in other disciplines.

• Assigns advisors to incoming freshmen, transfer students and students who change their major during the year in the Political Science Department.

• Assists the Department Chairperson with the preparation of the operating budget; processes purchase requests through SAP and coordinates equipment purchases with administrative offices; prepares petty cash forms; prepares catering request forms for departmental functions; maintains up-to-date budget records. Manage the accounts within the budget, transferring funds from one commitment item to another as necessary, reserve funds to pay with credit card expenses monthly, submit purchase orders and requests for service and retain accountability records and files of budget transactions.

• Supervises student worker hours (undergraduate and graduate) and verifies hours worked through the use of E-time; updates human resources with changes in student personnel working within the department (graduate and undergraduate); coordinating and directing undergraduate student workers on a daily basis.

• Develops and maintains a filing system in the office that is necessary for the efficient cataloging and storing of documentation.

• Assists Department Chairperson with the revision of the undergraduate and graduate catalog through the use of AuthorIt; monitors curriculum proposals submitted and approved through the University's approved process; notifies other academic departments of changes in programs which affect undergraduate and graduate students.

• Responsible for department master key. Request keys for faculty and staff.

• Receives incoming telephone calls and monitors email for the Department; greets visitors and schedules appointments for Department Chairperson; responding to general inquiries. · Monitors and schedules maintenance for departmental machines, including shared copier machines and printers; conducts annual inventory of all equipment and provides the inventory to the appropriate administrative offices.

• Schedules routine maintenance for department, including office cleaning and painting through webTMA.

• Communicates with faculty and students through the use of e-mail.

And other duties as assigned.

Minimum Qualifications

MINIMUM EXPERIENCE AND TRAINING: Six months as a Clerical Assistant 1; OR completion of high school business curriculum which included at least one typing course; OR any combination of equivalent experience and training.

Preferred Qualifications

Posting Detail Information

Open Date 04/02/2024 Close Date Open Until Filled Yes Special Instructions Summary

For full consideration all candidates should apply online at https://jobs.ship.edu with acceptance of materials until the position is filled.. Materials submitted in other formats including paper applications will not be considered. All applications and inquiries will remain confidential. Shippensburg University of Pennsylvania is an equal opportunity employer and, in compliance with federal and state laws and university policy, is committed to providing equal educational and employment opportunities for all persons without regard to age, color, national origin, race, religion, disability, veteran status, sex, sexual orientation, or gender identity. Individuals from traditionally underrepresented populations are encouraged to apply.

Additional Information

Shippensburg University employees value teamwork and collaboration, are dependable, detail oriented, take initiative, solve problems effectively, communicate clearly and support organizational change. University employees may work closely with individuals of diverse backgrounds and race, as well as those of differing religious affiliations, sexual orientation and gender. They must possess good interpersonal skills and be able to communicate effectively with all members of the campus community as well as external stakeholders.