Concordia University - Irvine Ca
  • School of Education
  • Irvine, CA, USA
  • Full-Time

OFFICE PROFILE:

The School of Education nurtures and prepares students for the teaching profession in Lutheran and public schools.

 ROLE:

The Departmental 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. 

 APPOINTMENT: 

  • Recommended by the Dean of the School of Education
  • Approved by the Executive Vice President/Provost

 STAFF RELATIONSHIPS:

  • Reports to the Dean of the School of Education for all job-related functions
  • Consults with the Executive Director of the EdD Program, for day-to-day direction and supervision
  • Interacts and functions cooperatively with other department and campus personnel as needed

 ESSENTIAL DUTIES AND RESPONSIBILITIES INCLUDE THE FOLLOWING:

To perform this job successfully, an individual must be able to accomplish each of the below duties satisfactorily:

  1. Managing SOE departmental functions, including:
    1. Providing general clerical assistance to Administrators as needed
    2. Greeting and assisting office visitors, scheduling appointments
    3. Ordering office supplies and food services; managing all reimbursements, check requests, and orders; and leading all mailing projects
    4. Maintain faculty and student handbooks
    5. Confer with administrators and assist in marketing efforts
    6. Organize on campus meetings and events, reserve rooms, send invitations, order refreshments, set up rooms as necessary
    7. Respond to questions related to programs from faculty and students, assuring client satisfaction
    8. As needed: document preparation, scanning, filing, data entry
  2. EdD Specific Duties
    1. Track and report student progress to administrator
    2. Assist in sending out cohort and program specific emails
    3. Order and assist in distribution of EdD program support materials, texts, computer bags, etc.
    4. Organize information, materials, travel arrangements, accommodations budgets, and related aspects of Educational Trips
    5. Maintain EdD cohort, credential, and Induction calendars
    6. Administrate the Dissertation Track Management System to assure all candidates proceed through the process in a timely manner and that all dissertation committees have the information they need to function efficiently     

SUPERVISORY RESPONSIBILITIES:

Occasionally direct student employees.  Carry out supervisory responsibilities in accordance with the university's policies and applicable laws.  Responsibilities include training student employees; planning, assigning and directing work.

 EDUCATION AND/OR EXPERIENCE:         

  • Bachelor's degree from a four-year college or university is required; Master's degree is preferred
  • At least three to four years' related experience and/or training; or
  • An equivalent combination of education and 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 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 data bases 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 multi-task without continuous supervision
Concordia University - Irvine Ca
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