Administrative Assistant 2
Administrative Assistant 2
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$ 2085 - 3572
1 Vacancy
Job Description
About this Job
Northwestern State University of Louisiana is currently seeking qualified applicants for the position ofAdministrative Assistant 2for the School of Education.The Level 2 Administrative Assistant plays a vital support role within the NSU School of Education part of the Gallaspy College of Education and Human Development. Known for its dedication to empowering educators and fostering academic excellence the School of Education is seeking a detail-oriented service-minded professional to assist directors manage student records facilitate textbook and certification processes support advising and grant communications and contribute to special events and daily operations. This role requires strong organizational communication and multitasking skills. If youre passionate about supporting students and faculty while ensuring smooth administrative procedures this is your opportunity to make a meaningful impact at an institution that values collaboration innovation and student success
An ideal candidate should possess the following competencies:
Accepting Direction:The ability to accept and follow directions from those higher in the chain of command.
Communicating Effectively:The ability to relay information correctly and appropriately to connect people and
ideas.
Demonstrating Accountability: The ability to accept ownership for your actions behaviors performance and
decisions.
Displaying Expertise: The ability to exhibit specialized skills or knowledge gained from experience or training
Leveraging Technology: The ability to use technology and its related processes to further organizational goals.
Thinking Critically: The ability to objectively question analyze interpret and evaluate information to form a
conclusion.
Using Data: The ability to use relevant and valid data to inform a recommendation for action.
Preferred Competencies:
Acting with Ethics and Integrity: The ability to be consistent honest and a trustworthy steward of State
resources.
Demonstrating Persistence: The ability to achieve goals by overcoming adversity.
Displaying Professionalism: The ability to recognize how your actions impact the perceptions of both you and
your organization.
NOTICE OF NON-DISCRIMINATION (FULL DISCLOSURE)Northwestern State University provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race color religion age sex national origin disability status genetics protected veteran status sexual orientation gender identity or expression or any other characteristic protected by federal state or local laws. This policy applies to all terms and conditions of employment including recruiting hiring placement promotion termination layoff recall transfer leaves of absence compensation and training.
All complaints or inquiries related to Title IX should be directed to the Director of Title IX Compliance and Title IX Coordinator Julie Powell ) Room 306 of the Friedman Student Union or email.
In accordance with Section 35.106 of the Americans with Disabilities Act (ADA) all participants applicants organizations and interested individuals are advised and notified that the ADA Coordinator for Northwestern State University for facilitiesis the Director of University Affairs Jennifer Kelly ) located in New Fine Arts 104 Central Avenue Ste. 102 or email. For studentacademic services contact the Director of Access and Disability Support Crissey Smith ) located in Room 108-C Watson Memorial Library or email. For faculty/staff accommodations and services contact the Executive Director of Institutional Effectiveness and Human Resources Veronica M. Biscoe ) Room 111 Caspari Hall or email.
Minimum Qualifications
- One year of experience in administrative services.
EXPERIENCE SUBSTITUTION:
Every 15 semester hours earned from an accredited college or university will substitute for six months of the required experience. Job Specification
The official job specifications for this role as defined by the State Civil Service can be found here.
Job Duties and Other Information
Job Duties:
Key Responsibilities:- Deliver high-levelrecord-keeping andadministrative supportto leadership within the School of Education including coordinating communications managing schedules and maintaining essential records.
- Oversee student file managementby creating and updating advising folders processing applications tracking certification and PRAXIS documents and preparing materials for events like Freshman Connection.
- Serve as a central point of contactfor inquiries related to advising certification appeals and grants ensuring clear timely and helpful communication with students faculty and campus offices.
- Manage academic program materials including textbook orders plans of study and departmental forms ensuring accuracy accessibility and up-to-date content across platforms.
- Support program operations and eventsby coordinating inventory handling surplus requests preparing reports and assisting with receptions and award ceremonies.
- Maintain a professional collaborative presence by fostering positive working relationships with faculty staff and students and assisting with additional duties as needed to advance the School of Educations mission.
Job Description:50%
Responds to requests for information concerning program or certification procedures and directs requests to an appropriate faculty member Coordinator or Dean.Responds to inquiries for teacher candidacy and certification.Verifies Candidate status for teacher candidacy and certification.Communicate with students and faculty regarding teacher candidacy status.Creates and maintains candidate files located in the Office of Teacher Candidacy and Certification.Collects and files data for each candidate such as Praxis test scores grades recommendations etc.Downloads Data from PASSPort and Praxis websites to be placed in candidate files.Collects data from candidate files or other sources for periodic reports.Reviews all outgoing documents and correspondence for internal consistency and conformance to requirements of the SOE.25%
Provides basic and advanced clerical assistance to Coordinators and faculty such as preparing materials for classes conferences appointments correspondence etc.Manages calendars and schedules appointments for Coordinators and faculty.Screens telephone calls and visitors for Coordinators and facultyOrganizes and prioritizes mail for Coordinators and FacultyCompiles and types special reports summaries or replies to inquiries from the SDE ULS BOR NCATE etc.Provide assistance as needed in events such as student teaching/intern seminars workshops program evaluation exit interviews job fairs Freshman Connection etc.15%
Provides initial transcript analysis for transfer students and directs students to the appropriate faculty member for advising.
Provides student assistance with registration issues; assists with the development of class schedules.Verifies student grades each semester for teacher candidacy and retention purposesServes as a liaison between the Office of Teacher Candidacy and Certification NSU Recruiting Offices and NSU T2T Programs. Serves as liaison between the Office of Teacher Candidacy and Certification and the Office of Field Experience and Clinical Practice10%
Creates modifies and copies curriculum sheets for candidate/faculty use.Ensure that application forms (PRAXIS teacher candidacy appeal) are available for candidate/faculty use.Coordinates maintenance for all office machines and Pod B facility repairs.Maintain inventory for the Teacher Education Center equipment.Supervises student workers Pod B.Performs other duties as needed.
Position-Specific Details:- Appointment type: Full-time Probational
- Work schedule: Monday to Thursday:7:00 AM 4:30 PM Friday:8:00 AM 12:00 PM
- Work location: The School of Education
How To Apply:No Civil Service test score is required in order to be considered for this vacancy.
To apply for this vacancy click on the Apply link above and complete an electronic application which can be used for this vacancy as well as future job opportunities. Applicants are responsible for checking the status of their application to determine where they are in the recruitment process. Further status message information is located under the Information section of the Current Job Opportunities page.
* Information to support your eligibility for this job title must be included in the application (i.e. relevant detailed experience/education). Resumes will not be accepted in lieu of completed education and experience sections on your application. Applications may be rejected if incomplete.
Contact Information:
Antigone Speed HR Specialist
Institutional Effectiveness & Human Resources
Employment Type
Unclear
