Requisition Number:

P00928

Position Type:

Staff

Department:

Offie of the AVP Enrollment Management

Working Title:

Department Secretary, Office of Assoc Vice President for Student Affairs

Classification:

Clerical Assistant 3 - 00103

Nature of position:

Permanent, Full-time

Days Worked:

Monday to Friday

Hours/Shift worked:

8:00 a.m. - 4:30 p.m.

Union:

AFSCME

Job Summary/Basic Function:

Provide administrative assistance to the Associate Vice President for Engagement (AVP) in the division Student Affairs (AVP for Engagement), the office of Student Conduct and Community Standards. Also assist with Title IX Coordinator case management with scheduling in Astra, purchasing, record keeping and file management. This position reports to the AVP for Engagement with coordination of services provided to other offices within the division of Student Affairs as assigned.

Located in Lancaster County, Pennsylvania, Millersville University of Pennsylvania is one of the 14 public universities of Pennsylvania’s State System of Higher Education. Our pillars of distinction include exceptionally strong student-faculty relationships, numerous programs of distinction, a beautiful campus and vibrant location, and successful job placement for our students. Our students’ success, both inside and outside of the classroom, is our highest priority, and we provide numerous opportunities to facilitate their academic, personal, and social growth and development. Almost 70 baccalaureate programs are available for our 6,250 students to find their path. Several of our programs are multidisciplinary in nature, combining science, technology, and art to create a more progressive degree. We have over 950 graduate students enrolled in 21 master’s and 3 doctoral programs. Our faculty are highly respected in their fields and dedicated to the success of students in the classroom, research labs, and in campus life. Over 66,000 alumni live in all 50 states and in 72 countries around the world. We seek individuals who embrace and value our EPPIIC values of exploration, public mission, professionalism, inclusion, integrity, and compassion.

Annual Salary Range: $37,144.00 plus comprehensive benefits starting on the first day of employment, including:

• Health insurance – Low bi-weekly premium. Employees pay 5% of bi-weekly salary for benefit coverage with ability to pay 2.5% when participating in the wellness program.
• Dental insurance – Coverage is free to employee and dependents after 90 days
• Vision insurance – Coverage is free to employee and dependents after 90 days.
• Group life insurance – equal to annual salary (up to $40,000.00) at no cost to the employee.
• Retirement – 2 plans to choose from.
• Tuition waiver – employee, spouse, and dependents are eligible.
• Vacation leave– up to 11 days accrued per year for first 3 years, increases to 19 days per year after 3 years.
• Sick leave – up to 11 days accrued per year, including up to 5 days per year that can be taken to care for a family member.
• Holiday leave – Up to 12 days per calendar year.

The State System Employee Benefits Summary can be found at https://www.passhe.edu/inside/HR/syshr/Benefit_Summaries/PEBTF_Summary.pdf
At Millersville University we are committed to fostering a learning and working environment that promotes the intersectionality of diversity to foster a climate of inclusion. Employing our EPPIIC values and the principles of Inclusive Excellence, we hold that an inclusive community is a core value that is an essential part of the foundation for our learning and working environment. Millersville University 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, gender identity or gender expression. Individuals from traditionally underrepresented populations are encouraged to apply.

Required Qualifications:

• One year as a Clerical Assistant 2 OR one year of moderately complex clerical experience OR any equivalent combination of experience and training.
• Excellent oral, written, and interpersonal communication skills.
• Proficiency in Microsoft Office, including Word and Excel.
• Demonstrated experience with database management and monitoring budgets.
• Ability to:
  • proofread information for conformance with prescribed standards.
  • adapt quickly to changing student and employee needs.
  • always maintain confidentiality and discretion.
  • provide exemplary customer service.
  • organize, prioritize, meet deadlines, and follow up on assignments,
  • perform detailed work involving written information.
  • learn new skills as needed.
  • work independently and in coordination with others.
  • establish and maintain positive internal and external working relationships with a diverse campus community.
  • oversee student workers.

• Demonstrated organizational, analytical, and critical thinking skills.
• A sense of urgency and attention to deadlines and details.
• Ability to work with students of diverse cultures, racial and ethnic groups.
• Knowledge of office procedures, policies, forms, and various office filing systems.
• Evidence of a commitment to diversity, equity, and inclusion.
• Successful interview (Including Word and Excel tests).
• Successful completion of three background checks.

Preferred Qualifications:

• Bachelor’s Degree
• Six months of experience in a Higher Education setting.
• Experience working directly with students and student organizations, vendors, and community organizations.
• Experience with:
  • Campus Labs Org Sync or Engage platform.
  • BANNER, SAP/Sourcepoint, Ad Astra, Cascade, Desire to Learn (D2L), Hyperion, and/or Qualtrics.

Job Description:

AVP for Engagement: Calendar management; schedule appointments; coordinate meetings; prepare, gather & organize meeting materials; compose/draft documents (letters, invitations, newsletters, memos, reports, spreadsheets, newsletters, PowerPoint presentations, etc.); conduct research; website updates; review, reconcile and maintain budgets; coordinate travel logistics in Travel Management. Serves as front line of contact; greet and assist customers; problem solve; coordinate special events for division; prepare budget transfers for departments under AVP; write articles for division newsletter; purchase supplies; proofread documents and ‘Ville Daily submissions for AVP for Engagement along with ‘Ville Daily submissions; process student payroll for Office of Vice President for Student Affairs; coordinated student meetings and invited students for special events; problem solve student concerns, accounting and scheduling issues.

EPPIIC Student Compassion Fund: Assist in developing student emergency fund program; conducted research for management of program; assisted in writing the parameters and website description; and created student online application. Ongoing work – gather and review all applications; communicate with each student; research applications for verification of information and need; meet with AVP for Engagement to determine eligibility for award; gather, review, and prepare paperwork for Accounts Payable; provide Office of Advancement with publicity for additional donations; and track budget.

Interfaith Council of Ministers: Schedule and attend meetings; record minutes; update and maintain website through Cascade; provide paperwork and onboard all new campus ministers; maintain database on campus ministers regarding approval and background clearances; correspond with campus ministers regarding meeting invitation, renewal, social media, or parking concerns; and assisted in coordinating Faith and Spirituality Week.

Omicron Delta Kappa (ODK): Serve MU as Circle Assistant; receive and organize student inductee recommendations from students, faculty and staff; review recommendations for eligibility based on GPA and credits; schedule and invite students to meetings; plan and coordinate all logistics for large scale induction ceremony including catering; photography; decorations and speakers; prepare script for ceremony; schedule and attend regular meetings; maintain contact with national headquarters; organize, supervise and orchestrate service projects; special events and fundraisers; order or purchase graduation and ceremony supplies; and maintain budget and accounting.

Office of Student Conduct and Community Standards: Become well versed and skilled in using Maxient, create cases; enter discipline codes; check disciplinary records for Global Education outside state, federal and private companies with a signed release as well as campus departments hiring new students; calendar management; phone calls to reschedule informal conduct meetings and formal conduct hearings, SCCS Title IX Hearing Panels and University Conduct Board hearings; run conduct reports (drug, alcohol, discipline, etc.) using Maxient; annually remove student paper files going back more than seven years; send parent letters; resolve incomplete sanctions report in Maxient annually; order supplies and enter them in SAP; research & review student records using Maxient & office files; review, reconcile and maintain budgets; pay bills, coordinate travel logistics in Travel Management; manage memberships; developed application for interested faculty, staff and students; research and review appeals for student conduct cases; and serve as front-line of contact for SCCS.

Title IX Coordinator: Provide administrative support to Title IX related activities, projects, and operations. Assist with customer service with investigations, preparation of documents, coordination of events and projects; serve as a first line of contact for the AVP for Engagement, Student Conduct and Community Standards, and Title IX Office; greet & assist customers; problem solve & quickly access/resolve or refer walk-in customer service matters as appropriate.

General office duties: Schedule and arrange appointments; Answer/screen phone calls; sort & distribute mail; develop, compose and/or type; photocopy; fax; file; read & respond to e-mail messages; organize & maintain binders; prepare & process forms; place orders and enter requisitions; order & maintain memberships & subscriptions; create & maintain various lists; provide student payroll assistance as necessary; prepare travel and handle travel management; remain knowledgeable and up to date on University policies and procedures; and other duties as assigned.· All other duties as assigned.

Essential Functions:

• No or limited physical effort is required.
• No or limited exposure to physical risks.
• Work is normally performed in a typical interior/office work environment.
• Ability to sit for long lengths of time
• Must be able to lift/pull/push up to 10 pounds.
• Dexterity of hands and fingers to operate a computer keyboard and mouse.

Posting Open Date:

09/23/2022

Posting Close Date:

10/09/2022

Special Instructions to Applicants:

• This position is represented by a labor union and is subject to the terms and conditions of the AFSCME Collective Bargaining Agreement.
• Ability to work remotely if required due to emergency university closure.

Quicklink for Posting/Requisition:

https://jobs.millersville.edu/postings/9990