Address
Form of workThe School of Education prepares undergraduate and post-baccalaureate future teachers for entry level service in public, parochial, and private schools and provides advanced degrees and certification for those serving in a range of educational and leadership roles.
ROLE:The HR Specialist/Office Manager/Administrative Assistant to the Dean(s) in the School of Education holds a unique position supporting a variety of responsibilities within the department. His or her primary duties are to function collaboratively, as well as independently, while keeping the department functioning smoothly. The job requires time and schedule management to meet the demands of the differing programs, state document preparation and special projects of Concordia University. The ability to discern how to manage the allotted amount of work hours is essential in this position.
Administrative Assistant Duties:
- Create SOE Faculty/Staff meeting calendar, agendas, and minutes
- Assist the Dean of Education with the development and standardization of SOE documents/handbooks/forms
- Create and distribute Weekly News Blast
- File communication from the Commission on Teacher Credentialing
- Maintain evaluations for faculty & staff
- Maintain schedule for Dean
- Coordinate with University Services to arrange for facilities for on-campus programs/meetings
- Process Full-time Faculty weight loads
- Compile, process, and track adjunct applications, contracts, Intents to Teach, compensation information
- Respond to adjunct inquiries and provide them with accurate information about contractual policies and procedures
- Process requisitions for School of Education through ChromeRiver
- Make SOE travel arrangements
- Provide additional IT support as needed
- Work in cooperation with fellow staff to complete ad hoc projects as necessary
- Assist the Dean of Education with correspondence and special projects, which may require flexible work hours
- Other duties as assigned.
- Budget Oversight
- Receive monthly expenditure report and review for accuracy.
- Troubleshoot and report any anomalies to accounting for correction.
- Work with all faculty and staff to ensure proper Org numbers are utilized.
- Meet with Deans monthly.
- Monitor and maintain SOE Amazon purchases and account
- Coordinate moves, office furniture, building/maintenance requests with University Services/Maintenance
- Coordinate office gifts (funerals, babies, etc)
HR Specialist Duties:
- Assist the Provost, Dean, and/or department chairs with the hiring of new faculty, adjunct, and PT temporary staff.
- Collect and maintain electronic faculty, adjunct, and PT temporary staff employment files.
- Maintain faculty, adjunct, and PT temporary staff data in Banner.
- Prepare faculty advancement in rank and sabbatical requests for the Dean and Office of the Provost.
- Enter and maintain teaching and administrative load weight assignments for faculty and adjuncts.
- Create adjunct contracts, send to adjuncts for signatures using DocuSign, and track contract data using Argos dashboards.
- Train adjuncts and supervisors regarding adjunct timesheets. Enroll adjuncts in the LMS training shell.
- Act as point of contact regarding faculty, adjunct, and PT temporary staff compensation, timesheet, and contract questions
- Enter and maintain faculty and staff overload payments and submit for payment to the Assistant HR Director/Data Analyst.
Supervisory Responsiblity:
Occasionally direct student employees. Carry out supervisory responsibilities in accordance with the university’s policies and applicable laws. Responsibilities include interviewing, hiring and training student employees; planning, assigning and direction work.
EDUCATION AND/OR EXPERIENCE
Bachelor’s degree preferred and one to two years related experience and/or training; or equivalent combination of education and experience. Advanced working knowledge of Word, Excel, PowerPoint, Outlook, and the Microsoft Office suite.
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.
Creative aptitude
Ability to be flexible to changing conditions and needs
Ability to work effectively with and through other people
Ability to work independently
Ability to work under stressful conditions
Proficient in the use of office equipment, such as computer, copy machine, fax, scanner, etc.
Working knowledge of computer software used in this office, specifically Excel, PowerPoint, Word and Banner
Excellent organizational skills with the ability to work with little supervision
Skilled in English: writing, spelling, grammar and speaking
Willingness to learn new or additional job-related task
Awareness that behavior and dress should be appropriate for the environment of a Christian university
LANGUAGE SKILLS:
Ability to read, analyze and interpret university procedures, general information, educational publications, synodical procedures or governmental regulations
Ability to write routine reports, correspondence, and procedures manuals
Ability to effectively present information and respond to questions from groups of staff, faculty, administration, students, families, and the general public
MATHEMATICAL SKILLS:
Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals
Ability to compute rate, ratio and percent
REASONING ABILITY:
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists
Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form
OTHER SKILLS AND ABILITIES:
Be an individual of prayer and Christian maturity
Exemplify Christian philosophy of the Concordia University mission statement in all aspects of day-to-day duties and responsibilities assigned to this position
Communicate warmth, understanding and helpfulness when interacting with students, staff, faculty and the general public
Develop and maintain positive relationships with all who come into contact with this department
Exhibit a cheerful, positive, loyal, team-member attitude toward the purposes, programs, policies and goals of the Concordia University
Maintain confidentiality on matters pertaining to the Education Office and the campus as a whole
Constantly strive to improve performance
SAFETY:
Employees are responsible for complete cooperation with all aspects of the safety and health program, including compliance with all rules and regulations and for continuously practicing safety while performing tasks.
PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Repetitive motions using a computer keyboard
May require rising and sitting repeatedly
Ability to lift, pull, grasp, stoop and reach to utilize 5-drawer file cabinets
May require climbing stairs and walking indoors or outdoors to various offices on campus
While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle or feel objects, tools or controls; and talk or hear. The employee frequently is required to stand and walk. The employee is occasionally required to reach with hands and arms.
The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.
WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate
