General Statement of Job

The Teacher Education Administrative Assistant keeps official department records and relieves department head, faculty and/or staff members of clerical and administrative work by performing the following duties.

Specific Duties and Responsibilities

Essential Duties:

• Screens incoming calls and correspondence and responds independently when possible.
• Manage department chair calendar and schedule appointments.
• Serves as receptionist for department (by telephone, in person and email).
• Maintains department assessment database.
• Works with department graduate coordinators to facilitate admission to graduate programs.
• Arranges programs, events, or conferences by arranging for facilities and caterer, issuing information or invitations, coordinating speakers, and controlling event budget.
• Uses a new automated system for classroom reservations.
• Student Teaching:
• Assists with the Student Teacher/Cooperating Teacher Reception (fall and spring semesters).
• Prepares and tracks Cooperating Teacher paperwork (W9, vitae) each semester and submits to A/P for stipend distribution.
• Maintains database for Cooperating Teachers to track multiple-semester service.
• Obtains all required signatures on University Supervisor mileage stipend reports and submits to A/P each semester.
• Takes and transcribes dictation and composes and prepares minutes of departmental meetings.
• Input course schedule, faculty load, and compensation in Banner.
• Prepares and keeps records such as syllabi, degree plans, department meeting minutes, class rosters, and grade reports.
• Prepares confidential correspondence, reports, and other complex documents.
• Creates and maintains database and spreadsheet files each semester for Student Teaching applications, as well as Student Teaching placements.
• Creates and maintains various department databases and spreadsheet files such as scholarships, grant funding, ect).

• Maintains and updates announcements on social media.
• Facilitates TE website updates as applicable.
• Updates and distributes MoCA and ACT Residual Test dates each month.
• Arranges complex and detailed travel plans and itineraries and compiles documents for travel-related activities.
• Completes travel reports and registers faculty for conferences.
• Assists in the student advising process by assigning faculty advisors and maintaining advisee list.
• Distributes and submits textbook adoptions forms to faculty and submits to bookstore.
• Tracks and verifies Taylor Hall inventor, new purchases and classroom equipment.
• Codes all orders using a purchasing card for the department and/or department chair.
• Tracks student enrollment and notifies faculty.
• Orders and maintains office and media lab supplies, including maintenance of equipment in the media lab.

• Tracks departmental budget information.
• Coordinates with George Washington Carver for annual Art & Essay contest by printing participant certificates for each student entry.
• Coordinates/communicates regarding graduate program inquiries, applications, and enrollment.
• Maintains graduate student spreadsheets, including tracking data and enrollment stats.
• Arrange recording for various departmental events (Student Teaching Seminar, Junior Block Orientation, ect). Coordinates with IT on technology issues and physical plant for building issues.
• Maintains the Alumni and School Administrator databases.
• Assists department with accreditation and state approval processes. Creates and maintains departmental calendar and classroom schedules. Recruit, manage, and train department student workers.
• Completes all Fresh Ideas catering ordering for the department and various events.
• Jr. Block Orientation:
• Assists with emails and documentation in regard to Junior Block Orientation.
• Keeps track of and processes junior block student applications.
• Completes student enrollment.
• Education, Experience, and Licenses
• High School diploma or GED required.
• One-year certificate in secretarial/office management from accredited college or technical school; or one to two years related experience and/or training; or equivalent combination of education and experience.

Knowledge, Skills, and Abilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Ability to read and comprehend simple instructions, short correspondence, and memos.
• Ability to write simple correspondence.
• Ability to effectively present information in one-on-one and small* group situations to students, faculty, staff, and members of the public.
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
• Ability to define problems, collect data, establish facts and draw valid1 conclusions.
• Ability to present facts to faculty for departmental response.
• Ability to deal with a variety of information presented in oral or written formats.
• Ability to deal with non-verbal behavior in assisting with problem resolution.
• Ability to effectively communicate orally (in person and by telephone) and in writing.
• Ability to effectively operate a computer (prefer Microsoft Word, Excel, Access, e-mail, and internet skills).
• Ability to use (or quickly learn) the Purchase Order, Student Data and other software systems.
• Ability to effectively use a variety of office machines.
• Ability to multi-task yet maintain close attention to detail and timelines of work production.
• Ability to maintain the highest level of confidentiality; and ability to work in a positive team-oriented manner with a variety of people (students, faculty, staff, administrators, and members of the public).

Physical Demands/Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, feel or use a computer keyboard and talk or hear. The employee frequently is required to sit. The employee is occasionally required to stand; walk; reach with hands and arms; climb or balance; and stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

The noise level in the work environment is usually moderate.

NOTICE: The above job profile does not include all essential and nonessential duties of this job. All employees with disabilities are encouraged to contact Human Resources to review and discuss the essential and nonessential functions of the job. An employee with a disability can evaluate the job in greater detail to determine if she/he can safely perform the essential function of this job with or without reasonable accommodation.