DIVISION OF EDUCATION AND SPECIAL PROGRAMS
SECRETARIAL POSITION JOB DESCRIPTION

General Office Duties-  

Assist students and visitors who come into office;

Help students contact appropriate person when they have problems,

Answer phones; take and leave messages when necessary;

Typing and faxing as needed by departmental personnel;

Filing items as they are placed in tray on top of cabinet, make sure items in each file are in proper order;

Photocopying materials as necessary;

Take materials to Copy Center for large copy jobs; send color copies directly to Copy Center via print command;

Pick up mail from Post Office and distribute daily; enter student information into department database;

Compile and produce data reports as requested by Chair;

Collect electronic copies of syllabi from department faculty, keep in Department Shared Files, and make copies – one copy to Library, one to Judy Bryant, and one for department, which are kept in storage room in notebooks or envelopes;

Collect electronic copies of syllabi from divisional faculty, keep in Department Shared Files, and make copies – one copy to Library, one to Judy Bryant, and one for department, which are kept in storage room in notebooks or envelopes;

Collect copies of grades from all instructors in Division at end of each semester;

Administer class evaluations as requested by instructors, type comments and give to Judy Bryant;

Process pay request and travel reimbursement forms for faculty;

Update Student Handbook every year as needed, have Copy Center copy and bind;

Send electronic work orders to Maintenance/Housekeeping as needed;

Order software/ instructional materials for faculty as requested;

Type and process contracts for External Ed/Independent Study as needed;

Purchase office supplies from bookstore as needed;

Compile and type department honor roll at end of each semester;

Make and display classroom schedules for each classroom in department;

Distribute by email absence list when received from Campus Life.

Datatel - Enter mid-term deficiencies then take to Judy B.; enter purchase orders as needed; obtain new student information when setting up new student folder; pre-register students; look up class rosters; check students’ majors; etc.

PPST  -  Administer practice PPST to students who missed it on the Saturday before registration and to new students in the program.  Assist students in registering for Praxis tests online.  When test scores are received from ETS, email students and advisors their scores, enter scores into database, record in student file and place hard copy in student file.  Update and provide registration instructions to students who request them.   Download, print and copy study guides from ETS website as needed (ets.com – it’s a good idea to study and learn the site to keep abreast of changes when time permits).

Remediation – Keep track of students who do not pass their PPSTs and make sure they get registered for appropriate GNST classes.  Report to Chair any problems, students not taking classes who should be, etc.

Student Teaching  -  Type and update student teaching placement list.  Type letters to cooperating teachers.  Organize Cooperating Teacher’s Workshop – type and get copies made of handouts for meeting, select menu, reserve dining room/coordinate with food services, arrange for table decorations, collect pertinent information from Cooperating Teachers (address, SSN) so we can send their stipend checks; etc.  Type letters to County Superintendents.  Update as needed and provide copies of appropriate forms to college supervisors and cooperating teachers.  Compile and analyze Cooperating Teacher’s Evaluations.  Type pay request to Business Office for, then distribute, cooperating teacher’s stipend checks.  Update Student Teaching Handbook every year as needed, have Copy Center copy and bind.

Sophomore Evaluations – Spring semester of students’ sophomore year, make copies and distribute sophomore evaluations to all Ed faculty and advisors.  As they come back in, organize and compile data  creating a report for each student, file final data report in their student file.

Transcripts – At the end of each semester, request from the Registrar transcripts of all ed students (Elementary Ed, Secondary Ed,  Music Ed and Phys Ed).  Create Honor Roll by looking at semester GPA.  Prepare letters for Honor Roll students and low GPA students.  Enter grades into department checksheets.  Also create new checksheets for incoming freshmen.

Checksheets from Academic Program Manual – When manual is distributed by Registrar, make sure electronic copies are received for all majors in department, make copies and places in hanging folders in lunch room, keep stocked as they run low.

Scholarships  -  Notify all student teachers at end of fall semester of Retired School Personnel Scholarship.  Make copies of their applications for scholarship file and their master file before mailing.  Notify eligible students (have computer center run a sort on requirements) in spring semester of Underwood Smith Teacher Scholarship.  Make appropriate copies before mailing.

Field Experience  -  Assist FE Coordinator in organizing field experience teachers (make phone calls, etc.), then type lists by school and by A-B class, update as needed.  Fax to school principals for approval.  Update TB test results list, make sure all students have TB tests before going out to public schools.  Update Field Experience Handbook every year, have Copy Center copy and bind.  Distribute to field experience teachers evaluation forms, collect when teachers have filled out – requires driving to schools.  The FE Coordinator may eventually be able to make arrangements to process paperwork (evaluation forms) via email, so going to the schools to distribute and pick up forms may not be necessary.

Certification  -  Talk to graduates-to-be in seminar (EDUC 550) in spring and explain certification forms and what needs to be done.  Type certification forms for graduates, put together packets to be mailed to Charleston as requested by student, make copy for student file.

Meeting Minutes  -  Take and type meetings minutes for Division, Teacher Education Committee, and EPPAC.  After appropriate Chair has edited and designated minutes as final, distribute to appropriate members by email.  Keep copies of minutes in notebooks.  At end of year, type meeting minute summaries for each.  For EPPAC, email members to remind of meetings, type and mail letters as needed.

Instructional Assistance – Prepare instructional materials for classes and have copies made; perform test and quiz analyses for instructors; occasionally cover a class to proctor an exam, quiz, or give handouts (only if prepared in advance by instructor).

Title II – Enter and update student information on their website when necessary.

Background Checks – Access website to obtain information as necessary.

Work Study  -  Hire and supervise two work study positions.  Monitor their hours through Time Clock Manager program, and at the end of the month compile and print time sheet, sign and take to Business Office.

Interested applicants may email their resume with cover letter and the names and contact information of three references to HR@ab.edu or mail to: Alderson-Broaddus College, ATTN: Human Resources - Dept. of Education, 101 College Hill Drive, Box 2004, Philippi, WV 26416