Provide clerical assistance to the Associate Provost/Dean of Natural and Social Sciences, Dean of Arts and Humanities, and the Library and Information Resource Division.
Examples of Duties
Management of Office:
Complete the following for the Associate Provost/Dean of Natural and Social Sciences and the Dean of Arts and Humanities. Also, the Provost where necessary:
Answer phones. Must determine priorities for phone calls: when to interrupt a meeting, when to put a call through, when to take a message, when to refer caller to another person, when to provide direct information in response to an inquiry, when to take a request and indicate approximate time for return call.
Receive and distribute mail within the Office of the Deans area. Must see that all mail is distributed to appropriate office. Sort mail by categories: requiring signature, regarding immediate attention and non-priority. Sees that outgoing mail (internal and external) is expeditiously sent with appropriate copies to all cc’s and to office files.
Write routine correspondence as requested.
Monitor the budgets to assure expenditures agree with our records. Work with Budget Office if any issues/questions arise.
Prepare and submit any necessary print requests for the print shop.
Prepare travel arrangements. Make reservations as appropriate and prepare paperwork for insurance purposes as well as reimbursement upon their return for expenses incurred.
Work with catering department to order food for any Office of the Deans’ function.
Provide clerical support for accreditation reports to assist Deans’ review of reports.
Utilize interpersonal skills in dealing with a variety of constituents: students, prospective students, students’ families, faculty, staff, Chancellor’s Office staff, legislators, architects, state officials, accrediting agencies, representatives of business and industry. Exercises discretion and confidentiality regarding students, faculty and staff – either due to awareness of issues contained in correspondence, documents, phone calls and messages, or office dialogue.
Operate with minimal supervision in completing assignments. Identify tasks that will help the office function smoothly. Research information when necessary. Complete time-sensitive tasks despite numerous intervening demands: phone calls, sudden meetings, upset student at the desk, faculty member with a problem. Respond graciously and politely when under pressure from various constituents.
Submit request to department secretaries at the beginning of each term for electronic copies of their department faculty syllabi. Maintain checkoff list as they are received.
Gather all syllabi in the appropriate electronic file
Provide electronic copy of all syllabi received to Assessment Coordinator.
Faculty Requests, Files, and Related Functions:
Maintain faculty absence files.
Provide absence requests to Deans for review/approval/signature. Provide copy to faculty member and file original in their absence file. Provide copies, as appropriate, to HR.
Process faculty travel approval reports and travel expense vouchers for the Deans’ approval/signature. Forward signed copies to Controller’s office for processing. Provide electronic copy of paperwork to faculty member, department secretary, and any other individual as appropriate (e.g. campus police, provost office, facilities for state car use, etc.).
Work with the CATL coordinator (Associate Provost/Dean of Faculty) to assist where needed to organize University Days, and New Faculty Orientation.
Collect nominations for Outstanding Teaching and Outstanding Advising Faculty Awards. Provide anonymous copies of nominations to committee for their review. Order the plaques for the recipients of the awards.
Assist with the annual Employee Recognition Luncheon
Assist First Year Seminar coordinator as needed with purchases, print requests, event planning, and budget requests.
Provide Overload, Additional Prep or Alternate Assignment forms to the Deans for their review and approval. Distribute copies to the appropriate individuals.
Monitor and process the receipt of affiliation agreements for student placements with various organizations (e.g., internships, clinical site, etc.). Work closely with PASSHE legal counsel to resolve any issues with agreements that may not use the approved PASSHE templates.
Maintain signed copies in notebooks, and electronic list of all agreements.
Review notebooks/list periodically and remove expired agreements as is appropriate.
Provide hard copy of signed agreement to organization and electronic copy to appropriate campus department.
Monitor and update tracking of annual and five-year program reviews from departments. Provide copies of reports to deans for their review. Compile list of faculty & student accomplishments from the reports and provide to public relations and admissions for marketing purposes.
Assist with accreditation projects (e.g., Middles States Commission on Higher Education), as needed.
Student Related Functions:
Work with Outstanding Senior coordinator to prepare biographies of nominees for inclusion in the May commencement program. Order certificate & plaque for student selected as recipient of award. Coordinate with jeweler for the engraving of medallions for all nominees.
Collect submissions for COPLAC annual conference and provide submissions to committee for their review and determination of participants for conference.
Collect nominations from department chairpersons for the Syed R. Ali-Zaidi award for consideration by the Deans and President as Mansfield’s nominee for this award from PASSHE.
Assist Showcase of Student Scholarship coordinator with program implementation.
Assist with the Military Student Scholarship solicitation.
Process Dean’s certificates for Fall/Spring semester and mail to students. Provide list to Post Office representative to prepare first-class mailing order list and prepare file for printing of envelopes. Merge list with certificate file and provide to Print Shop for printing of certificates and envelopes. Stuff & mail certificates to students. Email international students on the dean’s list to request mailing address or hold certificate until they return to campus the following semester.
Provide Academic Dishonesty Reports to the Deans’ for their review. Add report to the list and confirm if student had any previous violations. If so, note that on report prior to Deans’ review. Send email to student to notify them of the receipt of the report by the Office of the Deans. If the student requests taking this charge to hearing board, notify Hearing Board coordinator of this request for him/her to schedule hearing.
Prepare folder for the Deans’ review for any academically dismissed student who has appealed for reinstatement. Notify student via email and U.S. postal service mail of the Deans’ decision. Email the appropriate offices on campus of the Deans’ decisions.
Complete the following for the Library Director and all areas of the Library and Information Resource Division:
Maintaining budgets and fiscal responsibility of the department, including purchase orders, justifications, MIGO, etc.
Ordering of materials for courses along with supplies, print requests and room changes.
Complete Mansfield Foundation Requests
Managing student workers
Maintaining department related files and materials
Creating and maintaining documents for student and faculty information distribution.
Provide excellent service to library patrons.
Use the computerized University and Library Management Systems and all sub-sections.
Interact successfully with patrons, library faculty, library staff, and Director.
The Position Purpose and Description of Duties sections summarized above provide a representative listing only and should not be regarded as a complete statement of tasks performed by incumbents of this position. It should be recognized, therefore, that employees may be asked to perform job related duties in addition to those outlined above.
Considerable responsibility regarding general assignments in planning time, method, manner, and/or sequence of performance of own work.
Review of Deans’ schedule to assure necessary documents, folders, etc. are available, assist with general office procedure questions, faculty contract questions, deans’ availability for meetings, etc.,
Direct to Deans or Provost student related issue/complaint, parent calls, faculty/department conflicts, affiliation agreement questions requiring legal counsel review and approval.
Review budgets to assure accuracy and in agreement with budget office. Tracking commitments from budgets to support departmental special requests/needs, in consultation with the Provost’s administrative assistant (i.e., Deans’ Budget Only)
If there are student workers, this position would be responsible for directing their work assignments.
Minimum Experience and Training
One year of progressively complex clerical typing experience and
completion of high school;
Six months of moderately complex clerical typing work and
completion of a post high school business curriculum;
Any equivalent experience and/or training which provided the
required knowledges, skills, and abilities.
Applicant must possess these skills, knowledge, and abilities or to be able to explain and demonstrate that they can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.
Ability to communicate effectively information, orally or in writing, with students, faculty, the public and other employees of the organization.
Commitment to supporting Mansfield University’s principles and values of character, scholarship, culture, and service, and the University’s strong student-centered vision and mission. Ability to collaborate effectively with others. Ability to prioritize work and effectively manage multiple assignments concurrently. Commitment to maintaining a high degree of confidentiality.
Ability to solve practical problems and deal with a variety of known variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, or diagram formats.
Operations requiring very close attention to detail and concentration. Operations requiring intermittent direct thinking to determine or select the most applicable way of handling situations according to university policies, also to determine or select material and equipment where highly variable sequences are involved.
Regular use of computers, machines, and equipment; specialized or advanced software programs.
This is a permanent, full-time (37.5 hours per week) position. Salary is in accordance with the AFSCME Collective Bargaining Agreement for a Clerk Typist 3, $17.73 per hour (pay group 4).
Application materials must be submitted by 11:59 PM on January 6, 2020. A complete application includes: the submission of a Seniority Bidding Request Form (Download PDF reader) to Human Resources, located at 112 Alumni Hall, by the last day to apply; OR submission of an online application addressing qualifications and experience for the position via the Online Recruitment System by the last day to apply.
OTHER CONDITIONS OF EMPLOYMENT:
Verification of all earned degrees through the receipt of original transcripts, acceptable background clearance check reports, authorization to be employed in the United States or the ability to obtain such prior such prior to commencement of employment, and positive references required.
Mansfield University is committed to enhancing the diversity of its employees and student body. Hiring decisions are made based on an individual’s qualifications, past experience, overall performance and other employment related criteria. Mansfield University provides equal opportunities for employment and advancement for all individuals, regardless of race, color, religion, sex, disability, ancestry, national origin, age, sexual orientation, gender identity/expression, genetic background, or veteran status. Mansfield University is an equal opportunity/affirmative action employer complying with the requirements of Section 504 of the Rehabilitation Act of 1973 and Title IX of the Education Amendments of 1972, and the Americans with Disabilities Act (Title 42, USC 1990). The Title IX Coordinator may be contacted at titleIX@mansfield.edu.