Graduate Program Assistant / Administrative Support for the School of Education
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 Dean. 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.
- Generate monthly reports from our Google SOE Graduate Student Database regarding:
- how many new students are admitted per session and by graduate program
- how many students have stopped out or are on leave of absences
- In Google SOE Graduate Student Database, keep track of students who are on leave of absences and check that students return to their classes according to their intended goals or help students generate new leave forms
- Remind graduate faculty advisors regarding those students/advisees who are returning from their leave of absences and will need advising about registration and returning to classes
- Phone newly accepted graduate students who have not registered and decided to not attend Holy Family University to explore the reasons for students’ decisions; formally write the results from each contact and generate at the end of each 8-week session a report documenting newly accepted students’ reasons; direct open issues to the Director of Graduate Programs
- Phone graduate students who complete one or more graduate courses at Holy Family University and later decide to permanently drop out of their program to explore the reasons for students’ decisions; direct open issues to the Director of Graduate Programs
- Four weeks before classes begin, send text messages to graduate students who have not registered
- Assist Graduate Program Director with communicating to new graduate students about program orientations including scheduling the orientations, notifying students about these programs and gathering confirmations
- Solicit names of recent graduate students who have completed their programs to identify one recent graduate per program to develop a profile/description of why they chose Holy Family University and what they gained by participating in their programs. Develop this information to post on relevant SOE web pages
- Assist graduate students with their Canvas course shell access
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.