Concordia University Irvine Hiring for SOE Departmental Assistant at Irvine, CA Full Time

ROLE:
The Department Assistant to the School of Education ensures that the department is well-organized and functions smoothly by supporting all programs. This position requires a person who is able to creatively apply advanced technology skills to administrative tasks, enjoys working with people and displays a willingness to offer detailed support within the department.

ESSENTIAL DUTIES AND RESPONSIBILITIES INCLUDE THE FOLLOWING:
Departmental Assistant: Managing departmental functions, including:
ROLE:

ESSENTIAL DUTIES AND RESPONSIBILITIES INCLUDE THE FOLLOWING:
Departmental Assistant: Managing departmental functions, including:

• Providing general clerical assistance as directed by the Director of Credential Program, or Assistant Dean.
• Greeting and assisting office visitors.
• Managing all reimbursements, mileage reimbursements for University Supervisors, check requests, and orders; and mailing rojects, if needed.
• Managing the [email protected] departmental email account.
• Maintain file room and copy room.
• Collecting and storing syllabi for each term on School of Education shared drive.
• Assist with coordinating and facilitating SOE and credential program meetings/events. Includes sending calendar invites, room requests, ordering refreshments, assisting with set up, taking minutes, etc.
• Collect, store resumes and W-9 for cooperating teachers and Induction mentors, and process payment.
• Maintain Teacher Credential textbook list, ordering desk copies for faculty, along with coordinating the textbooks orders with the bookstore each term.
• Assist with SOE data entry, scheduling, document preparation, as needed and determined by the Director of Teacher Credential, Lead Advisor, or Dean.
• Assist with the credential file preparation, review, application process as needed and directed by the Director of Teacher Credential.

Providing general clerical assistance as directed by the Director of Credential Program, or Assistant Dean.

Greeting and assisting office visitors.

Managing all reimbursements, mileage reimbursements for University Supervisors, check requests, and orders; and mailing rojects, if needed.

Managing the [email protected] departmental email account.

Maintain file room and copy room.

Collecting and storing syllabi for each term on School of Education shared drive.

Assist with coordinating and facilitating SOE and credential program meetings/events. Includes sending calendar invites, room requests, ordering refreshments, assisting with set up, taking minutes, etc.

Collect, store resumes and W-9 for cooperating teachers and Induction mentors, and process payment.

Maintain Teacher Credential textbook list, ordering desk copies for faculty, along with coordinating the textbooks orders with the bookstore each term.

Assist with SOE data entry, scheduling, document preparation, as needed and determined by the Director of Teacher Credential, Lead Advisor, or Dean.

Assist with the credential file preparation, review, application process as needed and directed by the Director of Teacher Credential.

Undergraduate Program Support Undergraduate Program Support

• Enter EDUC 101 students into FMP, collect and store UG SOE application and COC.
• Track undergraduate progression toward SOE acceptance and update database.
• Collect and monitor program admission documentation (references, TB test, CBEST, CSET, COC, grades) and note on the Share Drive tracking spreadsheet and in the FMP database.
• Prepare a School of Education Acceptance checklist for all undergraduates in EDUC/EDSP 204 and email to candidates. Collect signed copy and store in FMP.
• Change students’ program status in File Maker Pro and Google tracking sheet, notify Lead Cred. Analyst as they meet milestone requirements, so they are able to register for the next block of education courses.
• Clear students for acceptance through the School of Education faculty.
• Notify students when they need to interview with the Faculty Advisor, documents sent to Advisor through DocuSign, received and stored in FMP.
• When a student has completed all requirements, send a letter letting them know they are fully accepted into the Undergraduate Education Program.
• Prepare individual Elementary Subject Matter Verification letters and send to the Lead Credential Analyst. Store in FMP.
• Coordinate the Undergraduate Transition Process.

Enter EDUC 101 students into FMP, collect and store UG SOE application and COC.

Track undergraduate progression toward SOE acceptance and update database.

Collect and monitor program admission documentation (references, TB test, CBEST, CSET, COC, grades) and note on the Share Drive tracking spreadsheet and in the FMP database.

Prepare a School of Education Acceptance checklist for all undergraduates in EDUC/EDSP 204 and email to candidates. Collect signed copy and store in FMP.

Change students’ program status in File Maker Pro and Google tracking sheet, notify Lead Cred. Analyst as they meet milestone requirements, so they are able to register for the next block of education courses.

Clear students for acceptance through the School of Education faculty.

Notify students when they need to interview with the Faculty Advisor, documents sent to Advisor through DocuSign, received and stored in FMP.

When a student has completed all requirements, send a letter letting them know they are fully accepted into the Undergraduate Education Program.

Prepare individual Elementary Subject Matter Verification letters and send to the Lead Credential Analyst. Store in FMP.

Coordinate the Undergraduate Transition Process.

EDUCATION AND/OR EXPERIENCE:
Bachelor’s degree from a four-year college or university preferred; or three to four years related experience and/or training; or equivalent combination of education and experience.

QUALIFICATION REQUIREMENTS: EDUCATION AND/OR EXPERIENCE:

QUALIFICATION REQUIREMENTS:

• The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Advanced knowledge of Google Suite, Word, Excel, Outlook, Publishing software, Online Learning Systems.
• Accuracy in all written communication, record keeping, data entry, etc.
• Professional quality in all materials leaving office (all brochures, announcements, flyers, etc. must be approved by the Coordinator of Marketing Communications prior to leaving campus)
• Accuracy in scheduling and maintaining calendars.
• Ability to handle databases on computer.
• Professional demeanor in telephone contacts and in welcoming office visitors.
• Ability to work for more than one supervisor and be able to prioritize and clarify assignments, ability to multitask without continuous supervision.

The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Advanced knowledge of Google Suite, Word, Excel, Outlook, Publishing software, Online Learning Systems.

Accuracy in all written communication, record keeping, data entry, etc.

Professional quality in all materials leaving office (all brochures, announcements, flyers, etc. must be approved by the Coordinator of Marketing Communications prior to leaving campus)

Accuracy in scheduling and maintaining calendars.

Ability to handle databases on computer.

Professional demeanor in telephone contacts and in welcoming office visitors.

Ability to work for more than one supervisor and be able to prioritize and clarify assignments, ability to multitask without continuous supervision.