Posting Details

Position Information

Job Title Administrative Assistant Posting Number Staff 2014000971 FLSA Non-Exempt Level 18 Full-time/ Part-time Full-time Is this a temporary Position? No Position Summary Information

Job Description Summary

Position Responsibilities (includes but is not limited to):
Position Summary: The Administrative Assistant is responsible for providing a wide variety of clerical, secretarial and receptionist support for the department, department team members and the students associated with the department.
•Assist in admissions process for graduate programs.
•Maintain complete confidentiality in all aspects of work.
•Supporting and implementing the day-to-day operations of the department (see department specific operations).
•Serve as point of contact for department. Consistently demonstrate ability to respond to changing situations in a flexible manner in order to meet current needs, such as reprioritizing work as necessary.
•Schedule appointments/meetings and maintains calendars as needed.
•Organize and maintain files/records.
•Communication management including dissemination of information via telephone, mail, web, email and meeting minutes.
•Create/generate proof and distribute, upon review and approval, departmental correspondence reports, memos, and projects from notes or drafts and other related department documents.
•Purchase supplies; maintain department inventory.
•Ensures the accuracy of printed and online materials and information about the program.
•Prepares graduate program information for the department website posting while ensuring the information is up to date each semester on courses or requirement.
•Process all inquiries and applications in PeopleSoft.
•Oversee general operations: process and maintain necessary paperwork, records and files required to support the PA Department and programs.
•Schedules appointments, directs phone calls, creates documents and correspondences and makes travel arrangements.
•Consistently demonstrate ability to take the initiative to make decisions/choices without direct supervision.
•Demonstrate the ability to tackle current processes with forward thinking and the implementation of more efficient and productive process flow.
•Financial management including, but not limited to completing purchase requisitions; purchasing supplies; performing PCard reconciliation; organization of budget files; and preparing monthly department budget reports.
•Maintain, update, and process student applications/departmental records, which may include corresponding with students in regard to acceptance letters, wait list and rejection letters.
•Provide guidance to students and faculty on current policies, procedures, and graduation requirements.
•Update department web site.
•Assist with scheduling travel arrangements.
•Reception duties including, but not limited to answering and directing telephone and email communication; welcoming and directing incoming visitors; and professionally communicating and interacting with internal and external entities through digital and in person methods to support program, faculty and student needs, including clinical sites.
•Perform other duties as requested.
•Prepare reports using statistical and narrative information.
•Participate in event planning and program implementations.
•Maintain extensive confidential records for potential, current, and inactive graduate students, to include: required admission materials, financial aid documentation, other documents and grades on all required database files. Ensures proper faculty members are informed of necessary information related to prospects, applicants, current, and inactive students.
•Request health records and background checks from incoming students and verify receipt of requirements.
•Coordinate with health center to ensure student requirements are met prior to arriving on campus for classes.
•Serve as database administrator for CORE, upload and manage all content. Maintain training with Advanced Informatics to ensure effective and efficient use of program.
•Gather, coordinate, process, and report data on students, faculty, adjuncts, and preceptors using Clarkson University, PA program, and CORE forms and systems to satisfy program, University, and ARC-PA requirements.
•Review, coordinate, maintain, and document all budget expenditures and tuition revenue figures and report them as required by the University.
•Assist with the planning and coordination of orientation, advisory board meetings, annual White Coat ceremony and other student events.
•Serve as point person for admissions and compliance related inquiries/projects. Including but not limited to coordinating all aspects of the admissions process; develop, coordinate, and maintain a systematic process for program self-assessment, particularly in regards to the ARC-PA standards and continuing accreditation preparation; prepare accreditation documentation and compile data according to ARC-PA and Middle States standards; ensure accreditation standards are followed by interacting on a regular basis with the Program Chair, directors, faculty, and accrediting bodies.
•Performance of the above require you to be at work.

Minimum Qualifications:
Include Education,
Experience, and Skills

Education: Associates Degree in related field or High School degree or equivalent with 5 years of office experience.
•Intermediate experience Microsoft Office Suite to include Word, Excel, PowerPoint
•Proven track record of ability to handle difficult conversations/situations.
•Experience using PeopleSoft
•Excellent written and oral communication skills
•Resourceful with ability to problem solve and work independently
•Ability to interact effectively with a wide variety of individuals including students, parents, faculty, and staff of the University
•Ability to execute tasks in a busy academic environment.
•Demonstrated flexibility with evidence of successfully working in a team environment.
•Manage confidential information.
•Positive attitude.
•Planning and time management skills and be able to prioritize tasks in a busy academic environment.

Preferred Qualifications:
Include Education,
Experience, and Skills

Bachelor’s Degree in related field

Physical Demands

While performing the duties of this job, the employee is occasionally required to stand, walk, sit, bend and stoop. The employee must occasionally lift and/or move up to 25 pounds. Clarkson is committed to complying with the guidelines set forth under the Americans with Disabilities Act.

Posting Detail Information

Close Date Open Date 05/30/2019 Open Until Filled Yes Special Instructions for this Posting

An equal opportunity/affirmative action employer, Clarkson University actively seeks and encourages applications from minorities, women and people with disabilities.

All offers of employment are subject to the applicant successfully passing a background check (including, but not limited to, employment verification, educational and other credential verification, and criminal records).

Reference Request Details

Maximum Number of Reference Requests 3 Minimum Number of Reference Requests 2 Posting Specific Questions

Required fields are indicated with an asterisk (*).

1. * How did you hear about this employment opportunity?
   • Academic Keys
   • Chronicle of Higher Education
   • Clarkson Website
   • HigherEdJobs.com
   • Massena-Potsdam Courier Observer
   • Hispanic Outlook
   • IM Diversity
   • Insight Into Diversity
   • JTPA
   • LinkedIn
   • New York Job Bank
   • North Country This Week
   • St. Lawrence Plaindealer
   • Veterans Administration
   • Watertown Daily Times
   • Ogdensburg Journal
   • Employee Referral
   • Alumni Referral
   • Conference Referral
   • Indeed
   • Monster.com
   • List-serv
   • NorthCountryNow.com
   • Discipline specific journals
   • Discipline specific website
   • Times Union
   • Diversityjobs.com
   • Other
   • I do not wish to answer
2. * What is the highest level of completed education that you currently hold?
   • Highschool Diploma/GED
   • Associates Degree
   • Bachelors Degree
   • Masters Degree
   • ABD (all but disertation)
   • Phd
3. * Do you have experience in PeopleSoft or other relational databases?
   • Yes
   • No
4. * What is your skill level in MS Office?
   • Novice
   • Intermediate
   • Expert
5. * How many years of experience do you have in this type of position?

   (Open Ended Question)

Documents Needed to Apply Required Documents

1. Resume
2. Cover Letter

Optional Documents