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Keene State College · 1 hour ago

Sr. Administrative Assistant

Keene, NH

Full-time

Onsite

Mid, Senior Level

$17.57/hr - $28.96/hr

4+ years exp

Keene State College is an institution located in the scenic Monadnock region of Southwest New Hampshire. The Sr. Administrative Assistant will provide comprehensive administrative support to the Educator Preparation and Education Department, along with the Nursing Department, ensuring effective communication and compliance with various processes while assisting students and faculty.

Higher Education

Responsibilities

Serve as the first point of contact for the office – Develop and maintain office system tutorials in support of staff and students in the unit. – Develop and maintain student teaching calendar, in collaboration with faculty, - Educator Preparation Resource Center: Update print and digital materials on a consistent basis

Support 200 matriculated students and their faculty in 17 certification areas as the first point of contact; responds to increased compliance requirements from state agencies; provides ‘helpdesk’ support for users of the assessment system as it relates to Admission to the program. Executes tasks to ensure data integrity for accreditation compliance. Manages budget elements through the processing of cooperating teacher payments, the management of office purchases, and the tracking and recording of criminal record check requirements. Use of multiple databases for information queries (Colleague, Workday, Microsoft Office Suite, DestinyOne)

Budget management and payment facilitation

Originate, reconcile, process, and record cooperating teacher payments. Includes: Administering for approximately 240 cooperating professionals (graduate and undergraduate) a year. Communicate with cooperating teachers and collaborate with multiple KSC and USNH system-level offices (Accounts Payable, Procurement, Payroll, Human Resources) to process payments; review documentation for accuracy and to identify and resolve issues with payment paperwork. Use of multiple databases for information queries (Colleague, Workday, Microsoft Office Suite, Workday, Webi)

Collaborate and support the Assessment and Accreditation Analyst in confirming the submission of clinical assessments by clinical educators at mid-point and final each semester. Documenting the submission of the assessments and sending follow-up communications to clinical educators who have not submitted their assessments

Track and record the criminal record check requirements. Includes: Review payment documentation by students and admission processes and state criminal background check for accuracy and to identify and resolve issues with payment; involves interface with students and system and state-level data systems (NH Department of Safety: USNH Procurement)

Manage, monitor, and update admissions applications used for entry into the Educator Preparation program. - Verify student data (GPA, standardized testing status) for academic eligibility compliance for admission into the program and deregistration processes. - Interpret and convey contextualized information to students and faculty regarding progression through the credentialing program. Use of multiple databases for information queries (Colleague, Workday, Microsoft Office Suite, Access database). State law compliance, in support of field placements: - Administer the required criminal background check process at the time of Admission to Educator Preparation. Includes: - Identify students who must undergo background checks - Communicate with students and school sites, facilitating payment and paperwork - Reconcile payment and paperwork submissions through an interface with the NH Department of Safety, and conduct continual tracking of criminal background check compliance and record results. Use of multiple databases for information queries (Colleague, Workday, Microsoft Office Suite, DestinyOne)

Provide “helpdesk” support for students and faculty using the assessment system for Admission to the program (log-in support, problem-solving, and system functionality assistance) and for state law-required processes (paperwork and payment for criminal background checks)

Design and provide instructions for student submissions of application materials. Communicate with faculty to facilitate their involvement in the admission review process. Conducted through ‘class talks’ and emails. - Develop and administer communications to school districts conveying assigned students’ compliance with state background check requirements. –

Respond to faculty, students, and cooperating professionals’ in-person, telephone, and electronic inquiries

Use of multiple databases for information queries (Colleague, Workday, Microsoft Office Suite, DestinyOne; Webi and Webi Colleague; Workday; USHOP; 25Live; Educator Preparation-specific databases and Assessment system

Serve as first point of contact for email and phone inquiries regarding Nursing and Education Program Admission and Requirements

Generate Webi reports to determine academic eligibility for Education courses; provide this contextual information to faculty and administer deregistration as instructed by faculty; meet with faculty quarterly to ensure reporting needs are being met through Webi reports

Generate Webi reports to determine academic eligibility for Nursing courses; provide this contextual information to faculty and administer deregistration as instructed by faculty; meet with faculty quarterly to ensure reporting needs are being met through Webi reports

Enter course schedules; report course section changes to the Registrar, Dean’s Office, and classroom scheduling office

Facilitate room reservations for meetings, seminars, and workshops when requested by faculty

Write up meeting notes for the various Department meetings and post on Department SharePoint sites

Support organization of documents in the SharePoint for Nursing and Education

Serve as the first point of contact for 4 Nursing cohorts, 140 students; respond to faculty, student and clinical partner email and phone inquiries

Serve as the first point of contact for Education majors and respond to faculty, student, and clinical partner email and phone inquiries

Manage contracts with clinical partners for Nursing

Develop and maintain basic math exam scheduling and completion in collaboration with Math Center

Develop and maintain scheduling for standardized patients for simulations

Make room reservations for meetings, seminars, and workshops

Order office supplies

Enter requisitions in UShop and generate purchase orders

Process faculty reimbursements as needed

Create documents and forms that are requested by faculty

Hiring, supervising, and approving for student workers

Other duties as assigned

Qualification

Microsoft Office SuiteDatabase managementAnalytical skillsAttention to detailOral communicationWritten communicationKeyboarding skillsOrganizational skillsRelationship building

Required

High school graduation or equivalent and four years of related experience involving duties of increasing responsibility requiring discretion and independent judgement, or an Associate's Degree and two years of related experience, or a combination of higher education and related experience equal to four years

Demonstrated keyboarding/data entry skills, advanced computer skills with Microsoft Office Suite and database interface

Proven attention to detail and organizational skills

Demonstrated analytical skills; ability to foster relationships with students, faculty, staff, and public school personnel

Demonstrated oral and written communication skills