ADMINISTRATIVE ASSISTANT - EXERCISE SCIENCE AND ATHLETIC TRAINING

Employer
Ithaca College
Location
New York, United States
Salary
Salary Not Specified
Posted date
Nov 29, 2021

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Position Type
Administrative, Academic Affairs, Academic Administration, Other Academic Affairs, Student Affairs, Academic Advising & Academic Support Services
Employment Level
Administrative
Employment Type
Part Time


 Job Summary: Serve as a member of the administrative support team within the School of Health Sciences & Human Performance providing primary administrative support to the Department of Exercise Science and Athletic Training (ESAT), the ESS Graduate Program, Wellness Clinic, and provide additional administrative assistance within the school as needed. Provide assistance to the Department Chairperson(s) and faculty in the preparation and review of reports, student academic data, student rosters and advisor assignments, course scheduling and enrollment, orientation, registration, and other program documentation. Prepare documents, assimilate data and prepare reports, schedule appointments and arrange meetings, maintain files and process forms. Order selected course materials and office supplies. Serve as resource person to the Department Chairperson(s), faculty, staff, students and families. This position is 11 months, August - June, 37.5 hours per week.

Supervision: This position reports to the Dean of the School of Health Science & Human Performance and will receive direct supervision, guidance and direction from the Department Chairperson. This position will supervise student assistants assigned to the department.

Essential Duties:

1. Provide secretarial and administrative support to the Department of Exercise Science and Athletic Training and the ESS Graduate Program chairperson and faculty to include composing and preparing letters, memos, and other documents. Answer telephone, screen visitors and make proper referrals. Maintain fi les and records and provide necessary documents for faculty and staff use.

2. Develop and maintain a complete working knowledge of the undergraduate degree programs, minors, and graduate program concentrations offered through the Department of Exercise Science and Athletic Training.

3. Develop and maintain a student database to track enrollment by major, academic year, leaves, minor/major changes, and advisors. Develop and maintain various spreadsheets and reports containing detailed student data to include enrollment, curriculum, evaluations, and petitions for transfer of credits, transferable courses, lists of majors and minors, and special fi nals schedule information.

4. Serve as a resource person to students, prospective students, internal transfers, families, and faculty to provide program information and respond to verbal and written requests for information. Meet with incoming first year and transfer students to explain program and course requirements, pre-requisites, and initial course schedules. Assist students and faculty in following College and departmental procedures and completing necessary documentation.

5. Develop, maintain, and update student rosters, and advising lists. Assign and document advisors for transfer students and incoming first year balancing advising workload. Notify advisors of changes in student advisees' grades, transfer credit, and academic status.

6. Maintain student academic records to include monitoring student progress, reviewing and recording grades and transfer credits, preparing and processing academic forms and schedules, verifying credits needed for graduation. Maintain curriculum worksheets for students in the ESS graduate program. Prepare and monitor waiver/substitutions forms and notify the Chair of trends and patterns needing resolution. Update degree program worksheets annually working closely with the Registrar's O ffi ce to ensure accuracy. Review accuracy of Dean's List for student eligibility.

7. Assist Department Chair with Academic status review to include reviewing reports provided by the Registrar's o ffi ce to determine academic status based on GPA; process academic status forms; make initial recommendations and provide background information regarding academic status to Department Chair; prepare Academic status letters for chair's signature.

8. Perform senior's departmental degree audits and monitor and resolve senior problem list. Serve as Liaison to the Registrar's o ffi ce and triangulate records between student advisor and Degreeworks to ensure accuracy. Refer students to advisors as appropriate.

9. Work with the Department Chairperson(s) and faculty to update new course proposals, course revisions, and needed curricular changes. Maintain data, information and record of changes and updates and process academic policy change forms. Assist the Chair(s) in the preparation, review and updating of the departmental section of the undergraduate catalog.

10. Work with the Administrative Assistant, the Department Chairperson(s) and faculty to schedule courses, reserve rooms and create faculty teaching schedules. Identify problems/con fl icts with proposed schedules.

Qualifications: Associate's degree and a minimum of 3 years previous office experience or the equivalent combination of education and experience. In-depth knowledge of various word-processing, spreadsheet, database, and website software applications, excellent attention to detail, strong organizational, interpersonal, verbal, and written communication skills, ability to handle confidential information, prioritize projects, handle multiple tasks and meet deadlines are required. Previous experience working with an on-line student information system in a College or University is preferred.

Work Environment: Most of the work of the incumbent is carried out within a generally accessible, safe, indoor environment. The incumbent will be required to use a personal computer and associated equipment as well as other office equipment used in the day-to-day operations. The incumbent may need to deliver various correspondences or other informational materials on campus requiring the ability to walk or drive or make other travel arrangements.

Application Instructions: Interested applicants must apply online at ithaca.edu/jobs and attach a resume and cover letter. Questions about online applications should be directed to the Office of Human Resources at humanresources@ithaca.edu .

Ithaca College is committed to building a diverse academic community and encourages members of underrepresented groups to apply. Experience that contributes to the diversity of the college is appreciated.

Visa sponsorship is not provided for this position.

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