Sr. Administrative Assistant

USNH Employees should apply within Workday through the Jobs Hub app

This is a full-time hourly in-person position to provide administrative support to the Educator Preparation office and the Academic Departments (Education and Nursing). Keene State College is student-centered, so this role is a forward-facing position that supports students, faculty, and staff. 

Job Duties/Responsibilities:

Educator Preparation Administrative Support:

• 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; Update Educator Preparation webpages

• Educator Preparation Resource Center:

  • Update print and digital materials on a consistent basis

• Educator preparation support:

  • 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 assessment system as it relates to Admission to program. Executes tasks to ensure data integrity for accreditation compliance. Manages budget elements through processing of cooperating teacher payments, management of office purchases, and tracking and recording of criminal record check requirements. Use of multiple databases for information queries (Colleague, Tk20, Microsoft Office Suite, DestinyOne) Budget management and payment facilitation

• Cooperating professional payments:

  • Originate, reconcile, process, and record cooperating teacher payments. Includes: Administer 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, Tk20, Microsoft Office Suite, Banner-Webi)

• Student admission and criminal record check payments:

  • Track and record criminal record check requirement. 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)

• Information management and compliance:

  • Data integrity for accreditation compliance: - Manage, monitor , and update admissions applications used for entry into Educator Preparation program. - Verify student data (gpa, standardized testing status) for academic eligibility compliance for admission into program and deregistration processes. - Interpret and convey contextualized information to student and faculty regarding progression through credentialing program. Use of multiple databases for information queries (Colleague, Tk20, Microsoft Of five 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 check - Communicate with students and school sites, facilitating payment and paperwork - Reconcile payment and paperwork submissions through interface with the NH Department of Safety and conduct continual tracking of criminal background check compliance and recording of results. Use of multiple databases for information queries (Colleague, Tk20, Microsoft Office Suite, DestinyOne)

• Constituent support:

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

• 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, student, and cooperating professionals’ in-person, telephone, and electronic inquiries.

• Use of multiple databases for information queries: Colleague, Tk20, Microsoft Office Suite, DestinyOne; Webi Banner and Webi Colleague; Banner-Finance; USHOP; 25Live; Educator Preparation-specific databases: Access and Tk20 Assessment system.

• Other duties as assigned

Academic Department Administrative Support - Including Education and Nursing

• 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 report.

• 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 report.

• 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.

• Make room reservations for meetings, seminars, and workshops

• Write up meeting notes for the various Department meetings

• Support organization of documents in Sharepoint Education Faculty

• Support organization of documents in Sharepoint Nursing Faculty

• 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 time approver for student workers

• Other duties as assigned

Minimum Qualifications:

• High school graduation or equivalent and four years of related experience involving duties of increasing responsibility requiring discretion and independent judgement, or Associates’ 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.

Applicant Instructions:

Applicants should be prepared to upload the following documents when applying online within the Resume/Cover Letter section of your application:

• Resume/CV

• Cover Letter

• Contact Information for 3 Professional References

Applications that are missing any of the required items may not move forward for consideration.  Additional uploaded documents not requested in the position announcement will not be reviewed.

This position is part of the Keene State College Administrative Staff Association (KSCASA).

Keene State College is located in the scenic Monadnock region of Southwest New Hampshire and is an affiliate of the University System of New Hampshire. Located approximately 2 hours from Boston or Hartford CT, and 4 hours from New York City, the region contains many opportunities to enjoy outdoor recreation, cultural events, and a strong sense of community. To learn more about Keene State College, the University System of New Hampshire, and the Keene community, please
visit: https://www.keene.edu, https://www.usnh.edu/ or https://www.ci.keene.nh.us.

EEO Statement

The University System of New Hampshire is an Equal Opportunity/Equal Access employer. The University System is committed to creating an environment that values and supports diversity and inclusiveness across our campus communities and encourages applications from qualified individuals who will help us achieve this mission. The University System prohibits discrimination on the basis of race, color, religion, sex, age, national origin, sexual orientation, gender identity or expression, disability, genetic information, veteran status, or marital status.

Location:

Keene

Salary Grade:

Non-Exempt Staff 12