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Administrative Assistant - Departments of Education and Sociology (Job Search Status: Currently Accepting Resumes)


Minimum Pay Rate:  $10.45 per hour
Work Schedule:  Full-time, 35 hours per week, Monday-Friday

Essential Position Functions:

Purpose and Scope:
The administrative assistant provides specialized support to candidates in the Elementary and Secondary Teacher Education programs. He/she provides administrative support to faculty of the Education, Sociology and Criminal Justice programs. The administrative assistant reports to the Chairs of the Education and the Sociology Departments.

Responsibilities:
1. Serves as the first point of contact for prospective students for the Master of Arts in Teaching (MAT) program.

  • Provides assistance and support to interested candidates;
  • Upon submission of an applicant’s Request for Admission package, administrative assistant completes the initial review of the applicant’s qualifications;
  • Administrative assistant makes initial determination on applicant’s need for any holds to be placed on applicant’s account;
  • Conducts transcript analysis and manages MAT files from application to candidacy;
  • Drafts correspondence.

2. Maintains facets of the Education Gateway Assessment System

  • Maintains, updates and audits applicant/student database information;
  • Schedules and oversees Undergrad Admission interviews;
  • Maintains Gateway I Admissions Database;
  • Prepares Admittance, Provisional and Rejection letters;
  • Verifies Gateway 2 and 3 GPAs and generates appropriate letters of concern;
  • Updates degree plans;
  • Maintains the employment database.


3. Serves as the Education Department‘s point person for PRAXIS l and II.

  • Provides assistance to students re. PRAXIS; i.e. which test(s) is required; notification of change in requirements; qualifications for secondary education, etc.;
  • Tracks and verifies that candidates have completed appropriate PRAXIS tests per program requirements;
  • Follows procedures for verification of PRAXIS I equivalency scores.

4. Manages collection of course syllabi and collection of class rosters each semester.

  • Collects and files electronic versions of course syllabi;
  • Collects and forwards Undergraduate and Graduate class rosters to Registrar;
  • Post syllabi on Shared Network in required format;
  • Forward files to Vice President of Academic Affairs.

5. Provides technical assistance in the administration and management of projects to Chairs and faculty.

  • Organizes departmental/committee meetings;
  • Attends and provides meaningful input at Leadership Team Meetings;
  • Assigns advisors and compiles comprehensive advisee lists based on departmental formulae;
  • Prepares and updates departmental calendars;
  • Prepares departmental directories each semester;
  • Supports faculty with media and curriculum materials, including library resources;
  • Assists with the accreditation database and office records;
  • Directs external and internal communications (e.g., newsletters, surveys);
  • Manages departmental equipment circulation.

6. Schedules and arranges support for departmental events.

  • Arranges meetings and events;
  • Coordinates with appropriate parties the need for catering, space, and other required support.

7. Prepares oversight and guidance to graduate assistants and student workers.

  • Prepares graduate assistants and student workers’ work schedules;
  • Ensures PRAXIS support materials are sufficiently available;
  • Ensures information center is well stocked with up-to-date materials.

8. Provides administrative support to the faculty of the School of Education and Human Services.

Minimum Qualifications and Special Knowledge:

1. Education and Training

  • Bachelor’s degree preferred; high school degree or equivalent is required for the position;
  • A degree that included or was supplemented by at least 24 semester hours in a field related to the work of the department is desired;
  • Four (4) years of experience that demonstrates a thorough understanding of the principles and practices of the work in the education program may be substituted for the desired experience.

2. Technical Requirements

  • The administrative assistant for the School of Education and Human Services is expected to be familiar with technology-based office management tools such as the use of computer software (Microsoft Office Suite) and office equipment.

3. Public Relations Experience

  • The administrative assistant should have strong interpersonal and organizational skills
  • The administrative assistant should be able to work well with a diverse group of people, and to work well both independently and as part of a team.

4. Communication Skills

  • The administrative assistant at times may be called upon to represent the office to external entities (high schools, non-MSM students, etc.);
  • The administrative assistant should be able to conduct correspondence with prospective students and other audiences as appropriate.

Position Location:
Archbishop Borders Hall, 2nd floor

Equipment Used:
Dell Computer; Laser Printer; copier; multi-line phone, fax machine, scanner, CD burner, digital camera

Physical Requirements:
Office environment

Supervision:
Co-supervise student aides.

To Apply: Complete the Application (Found under the Staff Positions Listings). Mail with cover letter and resume to the Department of Human Resources, Administrative Assistant – Education and Sociology Search, 16300 Old Emmitsburg Road, Emmitsburg MD 21727 or fax to (301) 447-5864. Resume may also be sent by email to resume@msmary.edu.

Send inquiries to: hrinfo@msmary.edu

Mount St. Mary's seeks administrators who are eager to engage and support our Catholic identity. Mount St. Mary's University has a strong institutional commitment to excellence through diversity in its educational program and employment practices; we actively seek and welcome applications from candidates with exceptional qualifications, particularly those with demonstrable commitments to a more inclusive society and world.

EOE.

 
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