"Clerical Assistant 3 - Biology/Earth and Environmental Sciences"

Position Details

Position Information

Posting Number S261P

Posting Text

Job Title Clerical Assistant 3 - Biology/Earth and Environmental Sciences

Type of Employment Full Time

Bargaining Unit AFSCME

Full-Time/Part-Time

FLSA

Salary Range $39,785

Department Biology, Earth, and Environmental Sciences

Posting Text

Job Summary / Basic Function

This is a 12-month clerical position which provides a full-range of clerical/secretarial work assignments in support of the Biology, Earth and Environmental Sciences Department and other faculty housed in the Grunenwald Science & Technology Center (STC). This position works under the direct supervision of the assigned chair while supporting other faculty in the assigned building.

This position will complete the duties outlined below.

• Assist students, faculty, the chairperson, and visitors.
• Greet visitors and answer/direct phone calls.
• Compile and organize documents and reports.
• Maintain inventory of supplies.
• Schedule meetings.
• Maintain faculty and classroom schedules.
• Utilize required software and programs.
• Implement administrative policies and procedures.

Building Support Duties:

• Serve as point of contact in the assigned building for all students who need assistance.
• Answer student questions and receive and route incoming calls.
• Provide initial information regarding programs housed in the building and refer to other personnel as appropriate.
• Assist students and direct them to the appropriate area for academic functions, such as: scheduling, drop/add, and other processes.
• Enter scheduling permits in BANNER.
• Supervise and provide guidance to student workers housed in the building. Create student worker schedules.
• Serve as point of contact in the assigned building for all faculty who need assistance.
• Assist faculty with purchasing requests, travel requests, letters, copies, and similar support.
• Collect and post faculty office hours every semester.
• Collect OSD tests.
• Serve as point of contact in the assigned building for all visitors who need assistance.
• Coordinate mail distribution, including pick-up and delivery.
• Operate and maintain office equipment such as computers, copiers, printers, fax machines, shredders, and report any malfunctions for repair.
• Attend to shipments of temperature sensitive materials promptly. Temperature sensitive materials may include chemicals, live specimens, or perishable supplies.
• Schedule offices and classrooms and provide access to secure rooms in assigned building.
• Post classroom schedules every semester.
• Update bulletin boards in the building.
• Submit facilities work requests for building issues.
• Submit technology help desk requests for technology issues.

Department Support Duties:

• Arrange appointments for student visitations on campus to meet with faculty when necessary.
• Assist students with questions, departmental policies, academic forms, scheduling, etc.
• Enter scheduling permits for students in BANNER.
• Assign advisors to students.
• Email students informational announcements, class cancellations and changes, internship opportunities, and scholarship information.
• Maintain inventory and purchase office supplies, educational materials, equipment, repairs, furniture, etc.
• Maintain records of all expenditures from the departmental budget
• Reconcile the Earth and Environmental Sciences purchasing card statement.
• Correspond with vendors and the Procurement Office on follow-ups, problems, returns, and procedures.
• As part of the operating budget support staff, reconcile and submit monthly budget reports for the Earth and Environmental Sciences budget.
• Assist with preparation and submission of faculty and student travel requests and reimbursements.
• Organize department events as needed.
• Utilize and be proficient in the following software: Microsoft Excel, Word, Publisher, TEAMS, PowerPoint, Degree Works, Banner, Starfish, SAP, SourcePoint, Business Intelligence, ARGOS, Zoom, and other software as required.
• Compile reports as requested by the department chairperson or the interim associate dean.
• Take department meeting minutes as required.
• Proofread, type letters, and create signs/flyers.
• Assist Faculty Search Committee with the hiring of new faculty by setting up interviews, travel, luncheons, reimbursements, and any other needs that may arise during the
• candidate’s visit on campus.
• Coordinate new hire faculty requirements (office location, workstations, keys, etc.)
• Maintain the department’s academic and program files, including course syllabi.
• Request a Change in the Published Schedule when needed.
• Maintain a current list of faculty teaching assignments, classroom assignments, office hours, office and home telephone numbers.
• Supervise undergraduate student workers (post available positions, interview and hire students, complete payroll paperwork, establish worker schedules, train students, and approve timecards.)
• Duplicate documents as required.
• Perform other duties as assigned.

Required Skills, Knowledge & Abilities

Minimum of Education / TrainingRequired Education Summary

Six months as a Clerical Assistant 1 (commonwealth title); or graduation from high school; or an equivalent combination of experience and training.

Preferred Qualifications

Physical Demands

Must be able to work at desk/computer for extended periods of time.

Must be able to have repetitive wrist/hand/finger movement to work on computer and/or related office equipment.

May be required to grasp, push, reach, or stoop/kneel/crouch.

May be required to lift up to 10 pounds.

Work Location Clarion campus.

Is travel to other PennWest campuses required for this position? If so, how often?

No.

Work Hours 8am-4pm Monday through Friday

Posting Date 08/08/2024

Closing Date 08/19/2024

Open Until Filled No

Diversity Statement

The Office of Diversity, Equity, and Inclusion is committed to and accountable for cultivating an environment that advances diversity, equity, and inclusion (DEI). We strive to create a community that affirms the identities of every individual and affords them dignity and respect, regardless of difference.

ADA Statement

To request reasonable accommodation to participate in the job application or interview process, contact Amy Salsgiver, Executive Director of Equity and Title IX, asalsgiver@pennwest.edu; 814-393-2109. Pennsylvania Western University complies with federal and state disability laws and makes reasonable accommodations for applicants and candidates with disabilities.

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 asalsgiver@pennwest.edu 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.

Supplemental Questions

Required fields are indicated with an asterisk (*).

* Do you have a bachelor's degree?

Yes

No

Documents Needed to Apply

Required Documents

Resume

Cover Letter

Optional Documents