Administrative Assistant for the School of Education

Position Summary:

Contributes to a collegial, professional environment that supports faculty, staff and students.  Works in collaboration with the other School of administrative assistants and provides essential daily support to the Director of Graduate Programs and to the Coordinator of Field Placement. Responsible for managing essential procedures and providing clerical support to the School of Education.  The employee must understand and embrace the mission of Catholic higher education and must commit to the mission, goals, and objectives of Holy Family University in word and deed. 

Essential Functions

Job duties that must be performed, with or without reasonable accommodation, and may include comprehensive listing of all functions and tasks performed by incumbents in this position. Being permitted or required to work from home at times due to forced major events does not alter the essential function of an employee's job of working on campus when possible.

Field placement clerical assistant

  • Maintain an electronic database of host schools, officials, and student placements.
  • Track student clearances for all field placements.
  • Work with the individual program advisors to identify students for placement in both practicum and student teaching.
  • Data- Have access to Datatel/Colleague to verify student readiness for the field placement
  • Send reminder group e-mails for upcoming registration dates, deadlines for practicum and student teaching applications, and applications for admittance to the School of Education.
  • Issue tuition vouchers to cooperating teachers.
  • Collect PDE 430 student teaching evaluations and file electronically
  • Send placement letters to students, cooperating teachers, principals and supervisors once the placements have been confirmed by field placement.

Graduate program clerical assistant, provide clerical support to the Director, Graduate Programs, School of Education

  • Respond to graduate students requests for information about processes including requests for drop/add forms, leave of absence forms, questions about when to register for classes
  • Prepare and complete drop/add forms as needed including administrative add/drops
  • Assist in planning orientation programs for new graduate students in specific graduate programs
  • Keep track of transfer of credit forms for graduate students
  • Follow up on any submitted forms to the Registrar's or other offices
  • Compile relevant data from new graduate students
  • Send reminder group emails to graduate students and faculty about registrations
  • Maintain a schedule for meeting rooms.
  • Monitor reception area.
  • Answer telephones.
  • Maintain filing systems.
  • Prepare mass mailings and email distribution lists.
  • Assist faculty with forms related to graduate students
  • Assist faculty with duplication requests.
  • Other duties as assigned.

General Expectations

Employees are expected to accomplish assigned duties in an efficient, effective and competent manner and to strive for improvement and excellence in all work performed. Employees must understand the mission and demonstrate the core values of the University. Additionally, demonstrate the ability to work with diverse personalities, and effectively with students, faculty, staff, and the public.  Employees are expected to follow and abide by all University policies, rules, regulations and guidelines.

Education & Experience Requirements

High school diploma or equivalent required; strong interpersonal, communication (oral and written), and organizational skills required; prior administrative assistant experience preferred.

Knowledge, Skills and Abilities

  • Knowledge of and ability to follow university policies and procedures.
  • Ability to establish and maintain effective working relationships. 
  • Ability to relate to a diverse population and to maintain composure when faced with difficult situations.
  • Proficiency with Google drive,docs,sheets, and forms
  • Typing proficiency
  • Proficiency with MS Office (Word, Excel)
  • Proficiency with Colleague systems.

Work Environment

Operates in an office environment that may have frequent interruptions.  The area is well-lit, temperature controlled and free from hazards.  Noise level is generally quiet to moderate.

Physical Requirements

Communicates frequently, in person, over the phone, and via computer.  Hearing is needed for extensive telephone and in person communication. Regularly required to sit for long periods of time; use hands to finger, handle or feel; reach with hands and arms. Manual dexterity is needed in order to operate a computer keyboard. Operates standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Other important information

(Ability to travel, work outside of normal business hours, such as weekends, nights, etc.)
Should teleworking become necessary, employee must be willing and able to perform all parts of this job description while working from home, on campus or a combination, and be proficient or willing to become proficient in the technology needed to work remotely.

Review of resumes will begin immediately and continue until the position is filled.  To apply, submit resume and cover letter to A cover letter is required for consideration.