What are the responsibilities and job description for the Clerical Assistant 2 position at Shippensburg University?
The department secretary serves as office clerical support as well as fulfilling the secretarial needs of the chairperson, faculty and students in the department. This position requires working with considerable independence within standard operating procedures, along with completion and prioritization of various tasks, which require in-depth knowledge and understanding of the department. Independently conducts routine department business in the absence of department chair.
Performs a variety of moderately complex secretarial assignments in the midst of a high traffic work environment, interprets and organize assignments, prioritize work on a daily basis with no supervision. Responsible for initiating various tasks through to completion. Independently make decisions, delegate and rearrange work priorities as required for proper completion of tasks in regulating and controlling the office activities and document flow within the department. Ensure that the department procedural requirements and standards of timeliness are adhered to. Work involves assisting the Chair of a variety of details pertaining to the maintenance of an appointment calendar, provision of necessary materials for scheduled 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. Screens visitors and phone calls for the Department, notify Chair of all department activity in regard to visitors and callers. Answers inquiries or refers them to appropriate persons for handling.
Sorts mail delivered to the office and routes it to the proper faculty, maintains control over incoming and outgoing correspondence, and prepares standard replies on subjects relating to the status or pertinent dates of work commitments.
Reviews correspondence prepared for the Chair’s signature for grammar, format, completeness, and consistency with departmental policy. Compose letters and memoranda to administration, students, faculty, potential students, colleges, and universities as deemed necessary. Independently communicate effectively with all campus personnel and the public in general.
Takes notes and/or transcribes dictation and prepares and signs the Chair’s name to form letters, inter-office forms, requisitions, and similar documents. Prepares and signs faculty’s name to forms and letters when required. Attends department’s monthly meeting and take minutes, type and distribute them to the appropriate people.
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. Reserve rooms for exams and meetings, request changes for classroom and meeting locations and times involving the department and the departmental clubs. Research room availability must be verified before reservation can be made.
Research and collect student data for faculty and administrative offices as requested by faculty. Information is gathered within Banner system.
Prepares and disseminates standard information regarding departmental interests to the Chair, faculty, and students in order to provide prompt replies to information requests and clarify misunderstandings about department procedures. Prepares and disseminates information on upcoming events within the Department and University wide.
Develop and maintains a filing system in the office that is necessary for the efficient cataloging and storing of documentation.
Responsible for department master key. Request keys for faculty and staff. Collect keys from faculty and staff when no longer employed within the department.
Applies administrative rules and regulations on a daily basis to a variety of work situations.
Performs related work as required.
KNOWLEDGE OF COMPUTER PROGRAMS:
Banner (Student database/scheduling)-SAP (Systems Applications and Products in Data process-budget, purchasing and faculty/staff payroll); E-Time (Work-study student/Graduate Assistant payroll); Maximo (maintenance requests/work orders); Author IT (Undergraduate/Graduate catalog revision)); Microsoft Office 2010, Word, Excel, and Microsoft Outlook; Internet Explorer or Netscape (gain information for faculty and reports).
BANNER SYSTEM
Banner includes access to the following Shippensburg University information: incoming student data, scheduling programs, currently enrolled student data, course data, placement data, and advisor data, therefore, strict confidentiality is required. Also there are many codes and number sequences for each semester and summer session to learn. If changes need to be made to the schedule after it is submitted, sole responsibility to locate an available room via Banner, generate and submit the appropriate Excel spreadsheet form with additions, deletions, and /or changes to the dean, associate dean, head of scheduling, scheduling officer and provost’s assistant. Excel spreadsheet is required every time there are changes to the schedule. Solely input and submit the final schedule via Banner system. Banner is a secure site with login ID and password required. Sole person with department clearance to the Banner system for schedule input.
SCHEDULE PREPARTATION (Accomplished each academic semester-Fall and Spring-Banner) (Accomplished annually-Summer term-Excel Spreadsheet)
Performs a variety of moderately complex secretarial assignments in the midst of a high traffic work environment, interprets and organize assignments, prioritize work on a daily basis with no supervision. Responsible for initiating various tasks through to completion. Independently make decisions, delegate and rearrange work priorities as required for proper completion of tasks in regulating and controlling the office activities and document flow within the department. Ensure that the department procedural requirements and standards of timeliness are adhered to. Work involves assisting the Chair of a variety of details pertaining to the maintenance of an appointment calendar, provision of necessary materials for scheduled 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. Screens visitors and phone calls for the Department, notify Chair of all department activity in regard to visitors and callers. Answers inquiries or refers them to appropriate persons for handling.
Sorts mail delivered to the office and routes it to the proper faculty, maintains control over incoming and outgoing correspondence, and prepares standard replies on subjects relating to the status or pertinent dates of work commitments.
Reviews correspondence prepared for the Chair’s signature for grammar, format, completeness, and consistency with departmental policy. Compose letters and memoranda to administration, students, faculty, potential students, colleges, and universities as deemed necessary. Independently communicate effectively with all campus personnel and the public in general.
Takes notes and/or transcribes dictation and prepares and signs the Chair’s name to form letters, inter-office forms, requisitions, and similar documents. Prepares and signs faculty’s name to forms and letters when required. Attends department’s monthly meeting and take minutes, type and distribute them to the appropriate people.
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. Reserve rooms for exams and meetings, request changes for classroom and meeting locations and times involving the department and the departmental clubs. Research room availability must be verified before reservation can be made.
Research and collect student data for faculty and administrative offices as requested by faculty. Information is gathered within Banner system.
Prepares and disseminates standard information regarding departmental interests to the Chair, faculty, and students in order to provide prompt replies to information requests and clarify misunderstandings about department procedures. Prepares and disseminates information on upcoming events within the Department and University wide.
Develop and maintains a filing system in the office that is necessary for the efficient cataloging and storing of documentation.
Responsible for department master key. Request keys for faculty and staff. Collect keys from faculty and staff when no longer employed within the department.
Applies administrative rules and regulations on a daily basis to a variety of work situations.
Performs related work as required.
KNOWLEDGE OF COMPUTER PROGRAMS:
Banner (Student database/scheduling)-SAP (Systems Applications and Products in Data process-budget, purchasing and faculty/staff payroll); E-Time (Work-study student/Graduate Assistant payroll); Maximo (maintenance requests/work orders); Author IT (Undergraduate/Graduate catalog revision)); Microsoft Office 2010, Word, Excel, and Microsoft Outlook; Internet Explorer or Netscape (gain information for faculty and reports).
BANNER SYSTEM
Banner includes access to the following Shippensburg University information: incoming student data, scheduling programs, currently enrolled student data, course data, placement data, and advisor data, therefore, strict confidentiality is required. Also there are many codes and number sequences for each semester and summer session to learn. If changes need to be made to the schedule after it is submitted, sole responsibility to locate an available room via Banner, generate and submit the appropriate Excel spreadsheet form with additions, deletions, and /or changes to the dean, associate dean, head of scheduling, scheduling officer and provost’s assistant. Excel spreadsheet is required every time there are changes to the schedule. Solely input and submit the final schedule via Banner system. Banner is a secure site with login ID and password required. Sole person with department clearance to the Banner system for schedule input.
SCHEDULE PREPARTATION (Accomplished each academic semester-Fall and Spring-Banner) (Accomplished annually-Summer term-Excel Spreadsheet)
- Assist the chair in collecting information and preparing course scheduling and offerings, course times, room assignment allocations, and instructor. Many of the courses in this department are offered sequentially, which means courses must be offered in a particular order. Some of our courses serve other disciplines; therefore careful attention must be given to avoid course conflicts.
- Solely input and submit the final schedule via Banner system. A comprehensive knowledge of Banner system is required.
- Each course must be entered separately assigning faculty, location, course times, days, capacity, undergrad/grad seating allocation, any restrictions, and special notes.
- Responsible to maintain confidential faculty information
- Each course entered must be verified for accuracy then released to the College Dean.
- The summer schedule is submitted in a different format. Gather information from faculty of courses to be offered. Type Excel spreadsheet including faculty, time, day, location, and cap, undergraduate/graduate seat allocation, restrictions, and special notes. Information is added to the appropriate summer term.
- Complete an Excel spreadsheet providing current course information along with the necessary revisions when unforeseen changes occur after course schedule has been released to the College Dean.
- Verify spreadsheet for accuracy and submit to the College Dean with electronic copies provided to the Provost’s Office, Registrar, and Registrar’s Assistant.
- Provide cancellation notice to students via phone and/or e-mail when courses are cancelled. Cancellations can occur up until the start of class.
- Admissions List (U/G consists of admitted student information for specific semesters and specific student information can be obtained here. Information contains the following: email address(s), home and local address, degree information (BS/BA), major minor, concentration, admissions/placement scores, special programs, and SAT scores (Math and Verbal), Freshman/transfer status. This information can be broken down into admissions status, applied and not offered admission, offered and confirmed admission and confirmed and not scheduled/registered. Queries are generated from the above.
- Class Lists consist of class lists by semester, grades submitted by semester, and advisee lsit by semester.
- The student lists section consists of the department major listing by semester, student schedule by semester and student lookup by ID number or name. Information from this section is use to create various databases by retrieving specific information about the student.
- The faculty list is used to provide temporary and permanent faculty information.
STUDENT SCHEDULING (BANNER SYSTEM)
- Independently prepares schedule for all transfer students within the department. Knowledge of general education requirements, program requirements, and department prerequisites is necessary.
- Schedule transfer students using the Banner system. Verify seat availability for each course. Coordinate and input the necessary classes with non-conflicting dates and times. Provide schedule information to transfer students and address all questions and changes that may arise.
- Issue necessary overrides for students requiring closed and/or restricted classes. Assist students with scheduling problems. This occurs during regular scheduling, schedule adjustment, or the add/drop period before the start of each semester.
- Verify all internship forms are complete and signed by Chair. Inform students of the proper procedure to schedule on-line courses.
ACADEMIC ADVISOR/ADVISEE ASSIGNMENT
- Input faculty advisor for each student within the department.
- Insure advisor assignment is consistent with student’s career interest or educational tract.
- Advisors are assigned before each academic semester or when a student changes their major during the semester
- Maintain proper ratio between advisee/advisors for each faculty in the department
- Requires the use of confidential faculty information
SAP SYSTEM
SAP is complex secure site with login ID and password required. Sole person with department clearance to the SAP system. SAP includes access to University relating to the department budget therefore strict confidentiality is required. This system is used to record faculty and staff leave, make and change funds reservation and purchase requisition, transfer funds, review current budget, and warehouse inventory control and warehouse orders.
BUDGET/PURCHASING/PROCUREMENT CARD
- Knowledge of the complex SAP system with its many codes and knowledge of when to use them is necessary. Each item ordered has a specific material code, commitment code and G/L object code. Knowledge of the codes to use for every item placed on SAP is required.
- Assist Chair in the responsible for managing the department’s budget.
- Sole person in the department with access to the SAP program that accesses our budget with its many functions.
- Maintain up-to-date budget records for department.
- Manage the accounts with the budget.
- Transfer funds from one commitment to another as deemed necessary.
- Reserving funds to pay credit card expenses once a month.
- Submitting purchase orders and requests for service orders.
- Check commitment area on a regular basis.
- Generate and provide monthly budget updates for the Chair.
- Provide detailed information to purchasing department for each order placed with quotes when necessary.
- Provide vendor name, address, and phone number, item number and description of item ordered, unit of issue, price per unit, and vendor number.
- Shipping and Handling charges are estimated if not provided and delivery information is entered for each item ordered.
- Search catalogs or internet, or call companies for pricing before placing orders.
- Items to purchase are input and saved in SAP system under a requisition number.
- Track all requisitions until receipt.
- Ensure commitment item does not exceed actual budget.
- Ensure credit card monthly expenditure does not exceed limit.
- Responsible to know rules and regulations governing the Procurement Card purchasing.
- Knowledge of prohibited items to purchase, i.e., hazardous materials, alcohol, gases for example, cannot be purchased by credit card.
- The details of the orders are handled independently.
- Maintain all files, records, and reports pertaining to the department’s budget.
- Process all petty cash request ensuring forms are accurate and all signatures are obtained.
- After petty cash is approved, collect and deliver monies to the appropriate faculty.
- Ensure commitment item does not exceed actual budget.
- Allocate funds as a reservation from the budget and transfer funds if necessary.
- University Warehouse supplies are procured through the SAP system.
- Each item must be verified in stock before order can be placed and the cost must be verified to ensure budget is not exceeded.
E-TIME/STUDENT SUPERVISION
- Responsible to contact each work-student approved for position by email and/or phone.
- Responsible to coordinate and set up work hours for students.
- Maintain paper copy of the days/hours worded for verification purposes.
- Access E-time and approve what student workers and Graduate Assistants have submitted or delete and re-enter if not submitted correctly.
- Answer student’s questions and problems about E-time or direct them to the appropriate office for resolution.
- Solely responsible for verification of students hours worked.
- Responsible for work-study and Graduate Assistant students.
- Track all student worker hours each semester so hours approved by Financial Aid are not exceeded.
- Sole person in the department with E-time responsibility and access.
MAXIMO
- MAXIMO is a secure site with login ID and password required. Sole person with department clearance to the MAXIMO system.
- Produce and submit work order requests to physical plant through input on MAXIMO.
- Entails determining and detailing the scope of work to be performed to eliminate confusion.
- Provide information on the problem, location of the problem, and the best time to fix the problem.
- Track work orders to ensure they are complete in a timely manner.
- This system is also used to remove items form department inventory.
AUTHORIT
- Input official Undergraduate and Graduate catalog changes, edit and update catalog information on AuthorIt software program.
- Make any course changes from other departments that reflect our department majors.
- Add additional course information after the department receives approval from UCC (University Curriculum Committee).
- Release updated catalog information to The Dean for processing.
- Sole responsible with department access to AuthorIt which requires login ID and password.
FACULTY SEARCHES
- Independently organize, prepare and update applicant files for each faculty search.
- Accomplished for all vacant faculty positions per year.
- Collect application materials, letters, vitae, official transcripts, letters of recommendation, and maintain files for each applicant within the search.
- Generate letters to each applicant stating we have received their information
- Make copies and distribute all pertinent documents pertaining to each candidate to all members of the interview process.
- Request lunch tickets and parking permits from the appropriate office responsible.
- Initiate and complete each candidate’s travel expense voucher after each visit securing receipts for any expensed incurred and all travel arrangements (day, times, mode of transportation, etc.) to the University.
- At the completion of each search, prepare and execute individual rejection letters in a timely manner.
DEPARTMENTAL DUTIES
- Collect and complete all requests for changes of major, minor, advisor, etc.
- Distribute textbook request forms to faculty, acknowledge deadline date, and track request forms with faculty to ensure all orders are turned in by deadline. Check textbook orders for all courses offered by the department and deliver to the University Bookstore. Assist students and bookstore personnel with questions about the textbooks being used each semester. Request desk copies from publishers if requested by faculty.
- Maintain a listing of department course offerings including days, time, location, instructor’s contact information, and faculty office hours for department.
- Complete and check forms such as travel request, travel reimbursements, leave slips, absence from college forms, and other forms involved in the day-to-day operation of the office.
- Post various information/deadlines: faculty and course schedules, final exam schedules, notice of withdraw from class deadlines, application for graduation deadlines, scheduling times, schedule adjustment time, mid-term deadlines, textbook order deadlines, psychology tutoring hours, and Franklin Science Center’s computer lab schedule.
- Advise new temporary and tenure-track psychology faculty on the department’s day to day procedures.
- Attend workshops offered by the university to further advance skills for position.
- Proctor exams for individual students at faculty requests.
- Students evaluate their professors once each semester. Prepare material for distribution, collect and deliver to the appropriate administrative office upon completion.
- Faculty and Chairs do observations and evaluations of each other each semester. Copy and send them to the appropriate administrative office.
- Maintain office hours for each professor each semester and forward the hours, current course syllabi, and a list of the department’s tutoring hours to the Learning Assistance Center for student information.
- Responsible for posting signs for cancellation of classes.
- Report computer, printer, internet, e-mail, and computer software problems to the campus FIXX line for students and/or faculty.
Coordinate all necessary moving within the department with our campus moving crew, faculty, and staff.
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. Successful performance in an on-campus interview is required.
Preferred Qualifications
Previous experience working in a university setting is preferred.
Posting Detail Information
Open Date
04/02/2025
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 continuing 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.
