General Statement of Job

The Teacher Education Administrative Assistant keeps official department records and relieves department head, faculty and/or staff members of clerical and administrative work by performing the following duties.

Specific Duties and Responsibilities

Essential Duties:

Screens incoming calls and correspondence and responds independently when possible

Manage department chair calendar and schedule appointments.

Serves as receptionist for department (by telephone, in person and email).

Maintains department assessment database.

Works with department graduate coordinators to facilitate admission to graduate programs.

Arranges programs, events, or conferences by arranging for facilities and caterer, issuing information or invitations, coordinating speakers, and controlling event budget.

Uses automated system for classroom reservations.

Assists with the Student Teacher/Cooperating Teacher Reception (fall and spring semesters).

Prepares and tracks Cooperating Teacher paperwork (W9, vitae) each semester and submits to A/P for stipend distribution.

Maintains database for Cooperating Teachers to track multiple-semester service.

Obtains all required signatures on University Supervisor mileage stipend reports and submit to A/P each semester.

Takes and transcribes dictation and composes and prepares minutes of departmental meetings.

Input course schedule, faculty load, and compensation in Banner.

Prepares and keeps records such as syllabi, degree plans, department meeting minutes, class rosters, and grade reports.

Prepares confidential correspondence, reports, and other complex documents.

Creates and maintains database and spreadsheet files each semester for Student Teaching applications, as well as Student Teaching placements.

Creates and maintains various department databases and spreadsheet files such as scholarships, grant funding, etc.

Maintains and updates announcements on social media. Facilitates TE website updates as applicable.

Updates and distributes PRAXIS Test dates each month.

Arranges complex and detailed travel plans and itineraries and compiles documents for travel-related activities.

Completes travel reports and registers faculty for conferences.

Assists in the student advising process by assigning faculty advisors and maintaining advisee list.

Tracks and verifies Taylor Hall inventory, new purchases, and classroom equipment. Codes all purchases for the department and/or department chair.

Tracks student enrollment and notifies faculty.

Orders and maintains office and media lab supplies, including maintenance of equipment in the media lab.

Tracks departmental budget information.

Coordinates with George Washington Carver for annual Art & Essay contest by printing participant certificates for each student entry.

Coordinates/communicates regarding graduate program inquiries, applications, and enrollment. Maintains graduate student spreadsheets, including tracking data and enrollment status.

Coordinates with IT on technology issues and physical plant for building issues.

Maintains the Alumni and School Administrator databases.

Assists department with accreditation and state approval processes.

Creates and maintains departmental calendar and classroom schedules. Recruit, manage, and train department student workers.

Completes all Fresh Ideas catering ordering for the department and various events.

Assists with emails and documents in regard to Junior Block Orientation.

Keeps track of and processes junior block student applications.

Completes student enrollment.

Physical Demands/Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, feel or use a computer keyboard; reach with hands and arms; and talk or hear including the use of a telephone. The employee frequently is required to sit; stand; walk; and stoop, kneel, or crouch. The employee is occasionally required to climb or balance. The employee must occasionally lift and/or move up to 50 pounds primarily boxes of books or merchandise. Specific vision abilities required by this job include close vision, distance vision, color perception, peripheral vision, depth perception, texture perception, and ability to adjust focus. Requires the ability to see, hear, and speak. Requires the ability to lift more than 40 pounds.

The noise level in the work environment is usually moderate.

NOTICE: The above job profile does not include all essential and nonessential duties of this job. All employees with disabilities are encouraged to contact Human Resources to review and discuss the essential and nonessential functions of the job. An employee with a disability can evaluate the job in greater detail to determine if she/he can safely perform the essential function of this job with or without reasonable accommodation.