QUALIFICATIONS - Huntington University
017145000 Job DescriptionName:Job Title:Administrative Assistant for Graduate & Professional ProgramsDepartment:Graduate and Professional ProgramsSenior Team Leader:Luke FettersReports to:Wendy SpeakmanClassification:Non Exempt/HourlyFTE:Full Time 100% Date Written/Updated:January 2021MISSION STATEMENTThe University’s mission is to develop a commitment to scholarship; educate, equip, and help students develop their abilities for a life of God-honoring service to others; and for personal fulfillment.BASIC FUNCTION:This position involves assisting the directors of all graduate and professional programs through data base operations, communication, student scheduling, gathering of licensure data and serving the program students and clients. The person is under the supervision of the Director of Graduate and Professional Programs.QUALIFICATIONSMust have a personal relationship with Jesus Christ, a strong desire to serve others and a commitment to being a faithful steward of university resources.Associate’s Degree required, Bachelor’s Degree preferredAttention to detail with a high degree of accuracyAbility to manage and appropriately prioritize multiple projects at a timeExcellent interpersonal skills, with desire to be part of a collaborative teamAptitude for change and bringing in new ideasPositive attitude with a service minded focusAbility to problem solve and find innovative solutions to problems that ariseAbility to work effectively with faculty, staff, and studentsAbility to manage all aspects of office operations, including possible supervision of student employeesAbility to communicate with counseling clinic clients in a discrete and professional mannerProficient in Microsoft Office products including, Word, Excel, PowerPointSPECIFIC RESPONSIBILITIESProgram AssistanceProvide support services to all graduate and professional program studentsAssist in orientation of all new graduate and professional program studentsGenerate communications with students (e.g. registration reminders, graduation procedures, etc.)Keep graduate and professional program students apprised of crucial deadlinesProcess forms such as requests for independent study, incompletes, and transfer of creditsServe as office liaison to the business office, registrar’s office, financial aid, and other campus officesMaintain a calendar of course offerings and events related to graduate and professional programs on the portal.Process graduate counseling and ministry scholarships and assistantships through the financial aid office.Represent Graduate & Professional Programs on Commencement Planning CommitteeAssist with the Graduate & Professional Programs graduation process (assure graduation applications and caps and gowns are ordered and are correct, coordinate the graduation banquet, provide documents for awards, work with Registrar’s Office to assure that all graduation requirements have been met by the student intending to walk in the graduation procession, etc.)Manage all student information, ensuring privacy and professionalism in all interactionsMaintain student files (e.g. applications, transcripts, pre-requisites, degree audits, graduation plans, clinical placements, licensing information, etc.)Maintain student clinical files including confirming counseling logs; reviewing evaluations of supervisors, and sites; assisting students in licensure applications; and securing letters of completion from the registrar for students beginning employmentAdvise students about schedules (program pre-requisites, course pre-requisites, drop/adds & completions plans) and process registrationsAssist program directors in monitoring student probationCollect data for annual program assessment of each program (e.g. clinical evaluations, alumni surveys, employer surveys, test scores, etc.)Assistance in managing information for accreditation purposes including conference attendance and professional membershipsFaculty SupportOnboard new faculty in collaboration with Human Resources DepartmentProcess communications with faculty, students, and the wider university community as requested by each program director and the GAPP DirectorAssist faculty and staff in scheduling and making arrangements for regular and special events (e.g. visit days, luncheons, seminars)Update and distribute all program manuals and handbooksRequest desk copies as needed for facultyCounseling CenterTake phone calls as neededInitiate maintenance requestsAssist students with the scheduling and practicum/internship systemsAssist with general logistics Office ManagementServe as receptionistTake messages for faculty and staff as neededDistribute mail to program faculty, staff, and directorAssist GAPP Director in correspondence with adjunct faculty including contracts, class information, help with questions, etc.Perform clerical and record keeping tasksAssist in submitting needed work orders and call center requestsAssist in ordering office supplies, such as paper, pens, toner, coffee, etc.OtherAssist with projects and perform other support staff duties as assigned by the Director of the Graduate and Professional Program Maintain confidentiality of records including student files, adjunct faculty contracts, clinic client information, etc. (note: if there is any doubt as to what is confidential; it should be assumed that the information is confidential until or unless otherwise directed by the Program Director)WORK ENVIRONMENT/DRESS CODEIndoor work, office setting, business casual.TRAVEL REQUIREMENTMinimal.PHYSICAL DEMANDS OF THE JOBNone noted.This job description is not to be construed as an exhaustive statement of duties, responsibilities or requirements. All job requirements listed indicate the minimum level of knowledge, skills and/or ability deemed necessary to perform the job proficiently. This position description is not all-inclusive and may change at the option of the supervisor or senior leader. Individuals may be required to perform other job-related instructions as requested by the supervisor, subject to reasonable accommodation. Any major change will result in the position being reviewed for reclassification.I have reviewed and approve this job description.______________________________________________????????????? Date_______________EMPLOYEE SIGNATURE/PRINTED NAME______________________________________________????????????? Date ______________SUPERVISOR SIGNATURE______________________________________________????????????? Date ______________Jean Cole, Human Resources Manager ................
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