Requisition ID: 2022-8768
Position Type: Full-Time
Schedule Shift: Day
Hours Per Week: 38
Category: Administrative/Office Support
The Graduate School of Education is looking for an organized, analytical Administrative Assistant with exceptional communication and problem-solving skills to handle office duties and optimize office operations. The Administrative Assistant provides administrative and organizational support for the Graduate School of Education; to present a high-quality and positive image of the college through phone, print and face to face communication. The Administrative Assistant should be committed to providing attentive support for internal and external parties and ensuring consistent, efficient operations. This position is one member of a three person team and handles most incoming, walk-in, and miscellaneous inquiries along with new student admissions paperwork and faculty onboarding and payroll.
Student Recruitment and Onboarding:
Greet and assist visitors, answer incoming calls, interface with students, faculty, staff, and community partners.
Assisting in creating and maintaining the student information database (Box, Monday.com, Canvas, etc.)
Initial communication with prospective students to process the application with the Admissions Committee
Preparing program flyers for prospective students.
Preparing prospective students to meet with the Program Chair to discuss in depth the programs.
Scheduling Admission Interviews between prospective students and Program Chair.
Receiving the completed Admissions Application for review before giving a copy to the Program Chair in preparation for the Admissions Interview.
Processing the Admissions Application, admissions decision and program questions (signed by the Program Chair) and forwarding on to the TUCA Admissions Department.
Tracking the application until the process is completed by IT.
Communicating with new students through initial Orientation and then releasing the file to the Admin Coordinator for Student Support Services.
Developing through direction from the Program Chairs – Master Semester Course Schedules, Booklists, and End of Course Surveys.
Liaison with TCUS (NY) to provide data charts so that TCUS can build and disseminate EOC Surveys in a timely manner.
Collect Adjunct Faculty Attendance through week three of each semester for payroll auditing.
Prepare and submit over 180 Personnel Action Forms during the Fiscal Year.
Support 74 Adjuncts, 44 Instructors, 21 Administrative Coaches, and 20 Field Supervisors.
Designated point of contact for Adjuncts/Instructors/Coaches/Supervisors on all matters.
Coordinate new hire onboarding process with HR, IT, Facilities, and Business Office.
Process Monthly Expense Reimbursements for 21 Administrative Coaches and 20 Field Supervisors.
Process approximately 50 Guest Lecture Honoraria or Mentor Teacher Stipends each FY.
Maintain confidential personnel information in accordance to state and federal labor laws.
Monitoring the processing of new and renewal contracts and appointment forms for adjuncts, field supervisors, and TPA graders.
Track and forecast budget for adjuncts.
Support the Assistant Dean, Program Chairs and Faculty of the GSOE.
Obtain facility use permits/insurance and liability documents for off-campus courses.
Issuing Agreements (MOUs for student teacher placement) between school districts and TUCA when they expire.
Requesting Certificate of Insurance from Finance department for facility usage at various school districts through the area. (Graduate Program cohort meeting sites)
Monitoring MOU contracts between TUCA GSOE and school districts for field placement and issuing updated MOU under the direction of the Clinical Coordinator.
Manage semester course scheduling and faculty assignments, classroom reservations, and course textbook requirements with input and approval from each program chair.
Coordinate special events/meetings (i.e. orientation, research day).
Assist in the planning and implementation of college events such as commencement, student orientation, information sessions and advisory meetings.
Monitor the needs of the department (i.e. office supplies, Facilities work orders, IT support tickets, managing building access and keys, textbook review orders from publishers, maintaining office equipment) and complete general office duties.
Order supplies, gifts for student and faculty, and other needs as necessary.
Retain for future reference all confidential oral and written correspondence.
Drafting memos, letters, and emails
Serve on college and university-wide committees (eg. Orientation Committee, Sunshine Committee, etc).
Complete special projects on or before deadline on an as-needed basis.
Must have at least three (3) years Administrative Professional experience.
Must have excellent verbal and written communication skills.
Experience in a customer-oriented environment.
Have intermediate-advanced skills with computer hardware, computer software, and office equipment.
Experience with business or education finance, procurement, and/or human resources concepts preferred.
Knowledge of Banner, PeopleSoft, Canvas preferred.
AA or BA/BS preferred.
Excellent office management, time management, and communications skills.
Intermediate-advanced skills in Microsoft Office Suite, social media platforms, task/project management tools.
Ability to prioritize between projects, assigned tasks, and daily work schedule.
To apply, visit https://tuccareers-touro.icims.com/jobs/8768/administrative-assistant/job?in_iframe=1
Touro University is an equal opportunity employer. Touro University treats all employees, job applicants, and students without unlawful consideration of race, ethnicity, religious creed, color, national origin, ancestry, sex (including pregnancy, childbirth or related medical condition), age, disability, medical condition, marital status, genetic information, sexual orientation, gender, gender identity, gender expression, military service or veteran status, citizenship status, or any other classification protected by applicable federal, state or local laws. We are committed to ensuring the fulfillment of this policy in all decisions, including but not limited to, recruitment, the administration of educational programs and activities, hiring, compensation, training and apprenticeship, placement, promotion, upgrading, demotion, downgrading, transfer, layoff, suspension, expulsion and termination, and all other terms and conditions of admission, matriculation, and employment.
Inquiries or complaints concerning the non-discrimination policies should be sent to Zachary Shapiro, 690 Walnut Ave, Suite 210, Vallejo, California, 94592, [email protected]
(707-638-5459) or, alternatively, to the Chief Compliance Officer at [email protected] and 646-565-6000 x55330. jeid-4a85f053d317fe4bbaf5b368cbce91c3
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