| Job Summary / Basic Function |
50% Honors Program
- Act as program secretary, providing assistance and accurate information to various groups, including current and potential, parents, administrators, faculty, and visitors. Apply well-defined rules and procedures in accordance with departmental and University policies and practices within the framework of responsibility. Submit work requests and help desk requests as required
- Maintain D2L Community Webpage. Post program announcements, service events, and enrichment meeting schedules. Create submission folders, develop and update content modules. Develop content for the webpage including forms, handbooks, guides, and newsletters. Evaluate student submissions to maintain accurate record of student completion of program requirements.
- Maintain accurate lists (both hard copy and electronic) of program members. Organize and maintain files (both hard copy and electronic) by periodic review and updating of file content. File new materials electronically, establish new files, and discard old files and obsolete materials. Maintain Microsoft Access, Excel databases of student records. Maintain an electronic filing system of all records, forms, correspondence, memorandums, reports and other material in the office.
- Assist with design, coordination and development of brochures, flyers and other materials.
- Act as liaison between honors students and university offices, assisting students with concerns and getting them the answers they need. Refer students to appropriate offices and follow up to ensure the problems are solved.
- Conduct semesterly reviews and assessments of student files and records to evaluate their progress or lack thereof in the Honors Program.
- Oversee and track legacy Honors student completion of semesterly service and event requirements.
- Open, sort, screen, date, review, and answer incoming mail and electronic communication, bringing urgent/important correspondence to the attention of the Director. Pick-up mail for the Edinboro Honors Program or Associate Director
- Proficient and utilize the following; Microsoft Excel, Word, and PowerPoint; Degree Works; Banner; Starfish; SAP and other software as required.
- Assist with tracking the budget for the Edinboro Honors Program. Assists in purchasing materials and tracks an electronic balance using the University’s purchase request system or departmental cost center credit card accounts; processes direct pay forms; processes all monthly credit card bills and sends receipts to the Accounting Office; tracks spending and budget balances for discretionary funds, and faculty travel
- Work in Banner to assist students with class scheduling overrides for honors courses approved by director, ensure Honors students are appropriately attributed in Banner.
- Organizing and maintain office supply inventory and order new supplies requested by faculty and approved by the Associate Director.
- Assist with the coordination of special events (to include ordering food, assembling program folders, preparation of mailings, etc.). Use EMS to reserve rooms and schedule Edinboro Honors events.
- Assist Honors Program Associate Director with all travel requests and expenditures for proper approval and reimbursement according to University policies.
- Function as a supervisor for the Edinboro Honors Program student employees to include posting jobs, hiring and authorizing in Banner. Review and approve student payroll in E-Time bi-weekly. Train students and their supervisors using the E-time payroll system. Develop office student employee work schedules, and conduct on-the-job training. Ensure funds allocated for student workers are distributed properly throughout the fiscal year.
50% ROTC
- Act as receptionist, providing assistance and accurate information to various groups, including high school students, parents, administrators, faculty, and visitors. Apply well-defined rules and procedures in accordance with departmental and University policies and practices within the framework of responsibility.
- Organizes, types and formats correspondence, reports and various other forms and documents from written or electronic sources. Duplicates correspondence as required. Proofreads typed materials to insure the transfer of information is grammatically correct and complete.
- Coordinates the calendar of events, makes appointments, schedules meetings and conferences. Arranges for travel and overnight lodging; prepares travel expense vouchers as required.
- Maintain accurate lists (both hard copy and electronic) of program memberships. Organize and maintain files (both hard copy and electronic) by periodic review of file content. File new materials, establish new files, and discard old files and obsolete materials. Maintain Microsoft Access and Excel databases of student records.
- Proficient and utilize the following; Microsoft Excel, Word, and PowerPoint; Degree Works; Banner; Starfish; SAP and other software as required.
- Submit work requests and help desk requests as required
- Maintains a current list of Edinboro ROTC officers, classroom assignments, office hours, office and telephone numbers.
- Review courses for each semester on 104R by meeting with the cadets and comparing their transcript to their 104R
- Update the Academics and Accessions calendar each semester
- Assist with tracking the budget for the Edinboro ROTC department. Assists in purchasing materials and tracks an electronic balance using the University’s purchase request system or departmental cost center credit card account; processes direct pay forms; monitors and update cost center balances; processes all monthly credit card bills and sends receipts to the Accounting Office.
- Maintain an electronic filing system of all records, forms, correspondence, memorandums, reports and other material in OneDrive. Maintain and update Dept. SharePoint and departmental materials.
- Work in Banner to assist students with Edinboro ROTC class scheduling overrides.
- Organizing and maintain office supply inventory and order new supplies requested by faculty and approved by the LTC.
- Operates various office equipment such as: typewriter, word processor, computers, adding machines, calculators, copiers, FAX machines, mail processing machines, etc., and reports malfunctions for repair.
- Processing new Edinboro ROTC cadre into the PennWest system and software.
- Pick-up mail for the Edinboro ROTC department.
- Serve as university liaison for the US Army.
- Answer incoming phone calls.
- Update shared Edinboro ROTC OneDrive with all university changes, deans list, transcripts, and class rosters.
- Use EMS to reserve rooms and schedule Edinboro ROTC events.
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| EEO Statement |
Pennsylvania Western University of Pennsylvania is committed to equal employment and equal educational opportunities for all individuals regardless of gender, gender identity, race or color, ethnicity, national origin or ancestry, age, mental or physical disability, religion or creed, genetic information, affectional or sexual orientation, veteran status, or other classifications that are protected under Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, the Americans with Disabilities Act of 1990, and other pertinent state and federal laws and regulations. Direct inquiries to the Title IX Coordinator/Director of Equity and Title IX, 423 Becht Hall 16214-1232; Email [email protected] or phone 814-393-2109. Inquiries may also be directed to the Director of the Office for Civil Rights, Department of Education, 330 Independence Avenue, SW, Washington, DC 20201.
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