What are the responsibilities and job description for the Clerical Assistant 2 (10 Month full-time) position at Shippensburg University?
The Finance and Supply Chain Management Department consists of 9 full-time, tenured professors…one of which is Department Chair. Total FIN/SCM majors are approximately 282 students.
The department secretary serves as office manager as well as fulfilling the clerical needs of the chairperson, faculty, students within the department and many administrative offices campus wide. This position requires independent judgment, completion and coordination of various tasks on a daily basis with little or no supervision. Excellent organizational skills are necessary to run the office smoothly and to prioritize the daily workload.
Solely responsible for the following software programs on a regular basis:
- Banner
- Student records, input schedules for the department, view, change and submit overrides for student, assign advisors, provide transcripts and numerous reports for faculty
- Cognos Reports
- Used to generate emails to students, access to faculty advisees and department lists.
- E-Timekeeper
- Approve, add, delete and track student hours – graduate and undergraduate.
- Systems Application and Products in Data Process (SAP)
- Budget information, transferring funds, purchasing, commitment items, G/L accounts, etc.
- Warehouse requests
- EMS Client
- Used to reserve classrooms / computer labs within the department
- SU Maintenance Request
- Submit maintenance work order requests
- SourcePoint
- Procure office supplies, equipment, and services
Solely responsible for the department Procurement Card to make purchases for office supplies, technical items as well as classroom supplies.
CLERICAL
Perform administrative and secretarial services for the Finance and Supply Chain Management Department.
Perform administrative and secretarial services for the Finance and Supply Chain Management Department.
Act as receptionist handling impromptu contacts with students, parents, and alumni. Receives complaints and requests for information, routes them for necessary action. Screens calls and refers to appropriate person.
Conduct routine departmental business independently in the absence of department chair.
Attends advisory council meetings for both Finance and Supply Chain Management twice a year, reserves room, submits food requests, sends emails/keeps attendance, sets up/cleans up meeting room, prepares handouts, records and distributes minutes, maintains an updated listing of advisory council members and contact information.
Set up meetings, appointments, and classroom visits for prospective/visiting students and parents with faculty/department chairperson.
Set up meetings and appointments as requested by department chair, DPAC Chair, and other faculty.
Make copies as requested by faculty using the PC or copier. For large copy jobs, the materials are delivered to the on-campus print shop and picked up when finished.
Compose letters and memoranda to administration, students and faculty as necessary. Independently communicate effectively with campus personnel and the public in general.
Advise new faculty of departmental procedures (copying procedures, course syllabus, early warning grades, travel, telephone, email, etc.)
Prepare travel applications, travel expense vouchers for faculty. Independently obtain correct mileage and per diem rates. Once complete, the paperwork is handed to the Department Chair for signature and then to the Dean’s Office and / or Provost Office for final approval.
Maintain mail distribution control daily.
Maintain all departmental and individual (faculty and students) personal files.
Maintain confidentiality of all student records, personnel matters and departmental issues.
Requests desk copies from book representatives for faculty.
Requests desk copies from book representatives for faculty.
Request keys for faculty by emailing the dean’s Administrative Assistant. Collect keys from temporary faculty once the semester ends and return to the locksmith.
Send names of new faculty each semester to Computer Center for computer I.D, email address, passwords, etc.
Send emails to students to inform them of various campus activities (recruitment opportunities, information from faculty, club meetings, cancelled classes, upcoming events, etc.).
Acts as liaison between faculty and graduate/undergraduate assistants, relaying work assignments.
Independently organize, prepare, and update files for faculty search positions. For each individual search, maintain database, create individual files, make copies of all incoming paperwork from candidates and distribute each individual on the search committee, mail letters and pre-employment forms to all candidates, request lunch tickets and parking passes for the on-campus interviews. Responsible to schedule appointments for on campus interviews and deliver proper materials to Social Equity, Deans, Provost prior to campus interviews. Following the on-campus interviews; complete travel expense vouchers and other necessary paperwork and then forward to proper administrative office(s) for reimbursement.
Attend all search workshops to learn new policies and procedures for faculty searches.
Monitor that faculty have submitted early warning and final grades prior to the deadline. Contact faculty that has not submitted grades to remind them of the deadline. Also provide the up-to-date information to the Department Chair, Registrar’s office and Dean’s office.
Coordinate Open Houses – schedule room reservations, prepare faculty signup sheets for each semester and forward the names of faculty attending to the Admissions Office and Dean’s Office.
Solely responsible to maintain room reservations for Grove Hall 205, 301, 303 for student organization meetings, faculty meetings and campus events using EMS Client program – Requires login and password to access.
Maintain departmental bulletin boards – posting important information for students.
Operate office machines such as computers, copiers, and printers.
Assign academic advisers to majors within the department. Frequently check Cognos program for new majors that need assigned to an advisor.
Responsible for preparing faculty teaching schedules with faculty ID numbers, course numbers, class times, class locations and enrollments each semester, using Banner.
SCHEDULING
SCHEDULING
Assist department chair in preparing departmental schedules each semester. Enter schedules through Banner program – must coordinate course codes, class times, days, rooms and faculty ID. Banner requires login and password to access – Solely responsible. Maintain the Class Chart word document for each semester.
Complete excel spreadsheet for departmental schedule changes and forwards to appropriate persons in the Dean’s Office, faculty support and the Registrar’s Office for approval and necessary action.
Solely responsible to maintain a waiting list for students requesting classes that have been closed, while keeping classrooms balanced in size using Banner.
Solely responsible to maintain a waiting list for students requesting classes that have been closed, while keeping classrooms balanced in size using Banner.
Manage the override requests from students who are not able to schedule a course for reasons other than it’s full. Classes that are closed due to enrollment are managed via the wait list process.
Schedule students that have difficulty with the scheduling process.
Create department teaching and faculty office hours on a Word document each semester for faculty, faculty support staff (used for the College of Business website) and post outside of the department office for students.
Responsible for making faculty office hour signs and posting on faculty doors each semester.
Responsible for maintaining faculty course syllabus for office files each semester (AACSB requirement).
Responsible for providing faculty with department meeting schedule for each semester.
PAYROLL
PAYROLL
Solely responsible for SAP System and E-Timekeeper – both systems require login and password to access. These systems are needed for data input along with supervisor approval for student workers.
Graduate and undergraduate student workers – Assist in the hiring process, supervise and schedule hours each semester.
As a student supervisor, sign, verify and approve hours worked by graduate assistants and undergraduate student workers each pay period using the E-Timekeeper system.
BUDGET
Requires knowledge of Systems Applications and Products in Data Access (SAP) – requires login and password to access – Solely responsible.
Solely responsible for managing departmental budget. Department secretary is the only person in the department with access to the SAP program. Responsible to ensure that money is in the proper G/L accounts and transfer of funds when necessary. Requires knowledge of numerous commitment items, numerous transaction codes, and transfer functions. Requires knowledge of purchasing deadline dates along with the responsibility to maintain office supply needs within the limited budget.
Solely responsible for processing Departmental Procurement Card monthly statement through the SAP system. Complete a funds reservation in SAP for amount charged to credit card each month. Send report, transaction log, receipts and credit card statement each month to Accounts Payable, Fiscal Assistant.
Solely responsible for ordering all educational, technology and office supplies.
Maintain office supply stock and order supplies for the University Warehouse as needed using SAP system. Verify that item is in stock and the cost of the item.
MAINTENANCE
MAINTENANCE
Requires knowledge of WebTMA program – Solely responsible for the department work order requests.
Reports/requests building repairs and improvements (within the department) using WebTMA program.
Assists faculty with minor computer, printer and copier problems as needed.
Reports faculty computer problems to Computer Help Desk.
Solely responsible to report copier repair needs to Purchasing Office. Required to provide Purchasing with the following information: (1) the problem / code error number, (2) copier make (3) copier model (4) serial number (5) copier count (6) SU Tag number (7) physical location (8) contact information – name and extension.
Responsible to prepare a list of repairs (paint, floor, cleaning, damage of any sort, etc.) for the Dean’s office each year for the entire 2nd floor. – classrooms, restrooms, faculty offices, hallway and stairway.
SOFTWARE
Proficient in the following software: Word, Excel, Microsoft Outlook, SAP, WebTMA program, E-Timekeeper, Banner, Cognos.
OTHER
Proctors exams and quizzes to individual students in the office at faculty request.
Attends on-campus training sessions to learn new software programs, purchasing systems, bookstore program, room scheduling system, etc.
When requested, conducts yearly inventory of departmental holdings (equipment, computers, etc.) for Accounting, Assistant Director.
Completes work in an efficient and timely manner, many times working on very short deadlines and multitasking on a daily basis.
Use independent judgment to prioritize work daily.
Independently determines best possible solutions to problems that arise in the day to day operations.
Minimum Qualifications
Six months as a Clerical Assistant, 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
01/29/2025
Close Date
Open Until Filled
Yes
Special Instructions Summary
For full consideration candidates should apply online, with acceptance of materials continuing until the position is filled. Materials submitted in other formats including paper documents 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.
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
All Shippensburg University employees are expected to demonstrate an understanding of and commitment to the University’s core values of teamwork and collaboration, dependability, initiative, problem solving, and clear communication. University employees are expected to demonstrate good interpersonal and communication skills with all members of the campus community. They will strive to maintain integrity, effectiveness and efficiency by upholding customer service throughout all levels of performance.
University employees may work closely with individuals of different backgrounds and race, as well as those of differing religious affiliations, sexual orientation and gender. They are expected to treat individuals with respect and uphold an environment that is free of prejudicial, discriminatory or harassing conduct.
Safeguarding confidential, personal data and/or records of employees, students, customers and other related constituents is the responsibility of all University employees. It is the duty of all members of the University community to take part in the maintenance of a safe campus.
University employees may work closely with individuals of different backgrounds and race, as well as those of differing religious affiliations, sexual orientation and gender. They are expected to treat individuals with respect and uphold an environment that is free of prejudicial, discriminatory or harassing conduct.
Safeguarding confidential, personal data and/or records of employees, students, customers and other related constituents is the responsibility of all University employees. It is the duty of all members of the University community to take part in the maintenance of a safe campus.
