Clerk Typist 3 - Dean Of Students Office

Position Description

The incumbent provides shared administrative support to the AVP for Campus Life and the Dean of Students. This individual will be the lead support person in the Campus Life subdivision of the Student Success and Campus Life division at the University. Manages administrative obligations of the AVP of Campus Life as well as the Office of the Dean of Students. Ensures operations are conducted efficiently and effectively, including responding to the University President, Vice Presidents, faculty, staff, local law enforcement and government officials, students, parents & supporters, off-campus constituents and entities, and the general public with tact and diplomacy; receiving, organizing and tracking confidential student records; preparing official written correspondence from the AVP for Campus Life and the Dean of Students offices on highly sensitive matters; pulling information and generating reports from the student information system, student alert and student conduct software computer systems; providing administrative and functional support to student crises; maintaining an office filing system as well as the AVP for Campus Life and Dean of Students’ calendars; processing financial expenditures and monitoring the departmental budgets; and hiring, assigning work, supervising and evaluating student workers.

Examples of Duties

Manage the day-to-day operational and administrative obligations of the AVP of Campus Life as well as the Office of the Dean of Students.

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  Maintain calendars for the AVP for Campus Life and Dean of Students office including the scheduling staff meetings, committee meetings, supervisory meetings, informal and formal conduct investigation meetings and hearings, and with students of concern. Maintaining the calendars for the AVP for Campus Life and the Dean of Students requires the ability to prioritize and provide flexibility to accommodate the needs of others. Calendar changes often require significant prioritization and re-prioritization based on independent knowledge of office needs, academic procedures as well as institutional and divisional initiatives.
• Independently answer questions and concerns of both on and off campus individuals. Make necessary referrals to other offices as needed based on independent knowledge of University programs, personnel, and policies.
• Enter information into the student conduct/students of concern software management system including information from local newspaper articles, UJS database, police reports and other information reported to the Dean of Students office.
• Manage the tracking of all student sanction requirements.
• Independently create correspondence for internal and external distribution and proofread letters, documents, and additional correspondences for professional staff.
• Coordinate and submit all administrative paperwork for Graduate Assistants and work study students.
• Assist in organizing of on campus events: working within pre-established guidelines, plan, organize, and oversee preparation of all materials and details for events hosted by the AVP for Campus Life and Dean of Students office.
• Conducts background check process when requested by other higher education institutions, state and federal agencies, etc. (work with state and federal agents)
• Organize all travel arrangements for AVP and the Dean of Students. Apply applicable travel policies to prepare travel approval. May also include securing conference registration, travel (air, rental, bus, etc.) accommodations, and calculating per diem.

Budget Management - Manage the operating and student employment budgets for the AVP for Campus Life and Dean of Students offices. Make recommendations on allocations, transfers, expenditures and spending.

• Project and maintain office supplies, operation of office equipment, schedule and purchase all necessary repairs and supplies according to guidelines within budget procedures.
• Prepare purchase orders, general invoices, service purchase contracts, travel expense vouchers and contracts to secure speakers, webinars and conferences.
• Review all Justification/Approval for food purchases for compliance within the Spending Guidelines for Public Funds policy prior to forwarding to AVP for Campus Life for final approval.
• Conduct travel reconciliation at the end of each official business trips and coordinate reimbursement if applicable.

Crisis Management - Assist the AVP for Campus Life and Dean of Students as needed in an incident crisis to ensure proper protocol response.

• Liaise with Bloomsburg Town Police Department, Bloomsburg University Police Department, The District Magistrates Office, Code Enforcement, the State Attorney General’s Office and other local agencies in an effort to gather information during or after a crisis.
• Maintain accurate crisis management records in the student conduct management system.
• Liaise with parents and/or guardians regarding inquires of confidential student records.
• Coordinate meetings, documents, and various initiatives for the CARE Team during student crisis and recording of meeting minutes. Review and process all Police, Faculty, Staff, Newspaper, web-based and hazing hotline reports regarding potential violations of The Student Code of Conduct.
• Contact students for professional staff, pull data for professional staff as needed from the student information and student conduct management systems and other databases to assist professional staff in the administration of The Student Code of Conduct.

Technology - Make sure the technology in the Dean of Students Office is up-to-date, functional, and fully operational in order to ensure the daily operations of the office are in order.

• Maintain the student conduct management system by managing the upkeep and updates along with technology support services on campus and by working closely with the third-party vendor.
• Maintain the links with student conduct management system along with University technology support staff.
• Maintains the upkeep and management of all e-files (paperless student discipline records).

Reports - Create reports to provide data and on-going assessment regarding student conduct.

• Generate student conduct and students of concerns reports.
• Semester and yearly discipline and office data reports.
• Reports as requested by the AVP for Campus Life, Dean of Students, Vice Presidents Office, and/or President’s Office.

Clery/FERPA - Assist with all FERPA and Clery compliance to avoid lawsuits.

• Work with University Police to complete Clery reports and post mandatory data on website.
• Maintain FERPA compliance by coordinating the release of confidential student conduct records and maintaining a database of such releases as required by federal law.

Training/Supervision

• Create and post job announcements for potential work study students.
• Select, train, supervise, direct work and evaluate student workers.
• Management of social media platforms.

The General Summary and Principal Duties and Responsibilities sections summarized above provide a representative listing only and should not be regarded as a complete statement of tasks performed by incumbents of this position. It should be recognized, therefore, that employees may be asked to perform job related duties in addition to those outlined above.

DECISION MAKING
Responsible for making timely, strategic and objective decisions regarding all budgetary items, student work study staff and regular day-to-day operations with the office.

Use sound judgment on responding to students, faculty and staff regarding confidential and personal issues.

For most students and parents/guardians, this person is the face of the University and therefore must possess a high level of professionalism and practical sense.

FISCAL RESPONSIBILITY
Manages operating budgets; manages purchasing; manages work-study expenditures state and federal funds.

Forecasts and monitors budgets for the AVP for Campus Life and Dean of Students. Makes recommendations regarding budget allocations and determines solutions to resolve budget challenges to present to the AVP for Campus Life. Uses trend data and historical information for data-driven decision making.

Prepares budget estimates (or assists in preparation of budget estimates) and various other fiscal and statistical reports. Works with student work-study budgets. Assists other staff in reconciliation and reporting of budget related information or concerns.

SUPERVISORY RESPONBILITY
Supervise student (work study) workers.

Qualifying Experience / Education

Minimum Experience and Training
Six months as a Clerk Typist 2, and educational development to the level of completion of high school
OR
One year of progressively complex clerical typing experience and completion of high school
OR
Six months of moderately complex clerical typing work and completion of a post high school business curriculum
OR
Any equivalent experience and/or training which provided the required knowledges, skills, and abilities

Applicant must possess these skills, knowledge, and abilities or to be able to explain and demonstrate that they can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.

• Knowledge of English grammar, spelling, and punctuation at a level equivalent to that used in professional writing or adjusting written materials.
• Knowledge of standard office procedures, practices, conduct, and actions necessary in maintaining harmonious working relationships.
• Knowledge of the types, organization, and use of standard office files, logs, forms, and letter, formats.
• Knowledge of social media platforms.
• Skill in typing at a minimum speed rate of 40 words per minute.
• Ability to respond appropriately to complex problems and issues with limited supervision while maintaining a professional demeanor in a fast-paced work environment.
• Ability to understand and follow oral and written instructions which explain multifaceted procedures.
• Ability to perform within processing procedures which involve an understanding of multiple aspects and application of varied standards.
• Ability to proofread information for conformance with a prescribed pattern or form, to assure the adherence to clerical office methods, or for compliance with specific administrative or procedural rules.
• Ability to transfer information and present it in a modified form according to rules and procedures.
• Ability to collect and organize material for reports by determining what available information should be included and presenting the information in a prescribe organized format.
• Ability to compose complex informational correspondence such as transmittals or acknowledgements in reply to request or questions on the work process or related information.
• Ability to perform basic arithmetic calculations.
• Ability to instruct and advise clerical employees on the methods and procedures used in the work area.
• Ability to organize work and develop effective work methods in an area which involves variable phases of different techniques and procedures.
• Ability to make duty oriented decisions on the basis of well-defined standards and precedents.
• Ability to operate standard office equipment, including photocopier, typewriter, standard printers, and computers.
• Ability to operate office and mail processing machines such as the adding machine, photo-copier, postage meter, and instruct others on their use.
• Demonstrated ability to present ideas clearly and effectively, both orally and in writing.
• Ability to organize and prioritize work in a manner which insures smooth processing and accomplishment of priority items.
• Basic knowledge of computers and databases and the ability to provide basic troubleshooting of technology issues.
• Knowledge of basic computer skills - Word, Excel, Access, and Outlook.

Applicants will be rated on the following criteria:

• Two years of advanced administrative support experience in an executive environment or equivalent combination of experience and training.
• Demonstrated comprehensive knowledge of computer software related to word processing, database management, and student records’ systems.
• Demonstrated ability to respond to complex problems, address multiple priorities, and handle highly sensitive information with sensitivity, discretion and complete confidentiality.
• High level of interpersonal relationship skills, including tact and diplomacy in working with a wide array of constituencies.
• Demonstrated ability to write professional correspondence.
• Demonstrated commitment to diversity, equity and inclusion.

Supplemental Information

Location: Dean of Students Office
Supervisor: Dr. Scott Kane, Dean of Students
Appointment: Permanent, Full-time (37.5 hours per week)

The Pennsylvania State System of Higher Education provides a comprehensive package of employer benefits to eligible employees and their enrolled dependent(s), which include*:

• Medical and prescription drug benefits.
• Generous retirement plans, two options:
• Tuition benefits for employees and dependents.
• Paid time off (holidays, annual leave, sick leave, personal leave).
• Employer-paid dental and vision benefits.
• Employer-paid life insurance.
• Voluntary insurances and additional retirement programs.
• Specific benefits may vary based upon university, employee group and/or collective bargaining unit. Visit https://www.passhe.edu/inside/HR/syshr/healthcare/Pages/PEBTF.aspx for additional information regarding benefits.

Completing this search is contingent upon available funding.

Finalists must communicate well and successfully complete an interview process.

Prior to a final offer of employment the selected candidate will be required to submit to a background check including, but not limited to, employment verification, educational and credential verification, Pennsylvania Child Abuse History Clearance and criminal background.

Please do NOT submit copies of background clearances as part of the application process. Bloomsburg University of Pennsylvania conducts background checks on finalists ONLY in a confidential manner. Unsolicited background clearances attached to the application will be promptly removed/deleted by the Office of Human Resources and Labor Relations.

Bloomsburg University does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, age, national origin, ancestry, disability, or veteran status in its programs and activities as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, and other applicable statutes and University policies.

Application Procedure for Internal Applicants Eligible for Seniority Bid:
A complete application includes an online application addressing qualifications and experience for the position submitted via the Online Recruitment System by pressing "Apply" at the top of this job vacancy OR a Seniority Bid Request Form submitted to careers@bloomu.edu. Application materials OR Seniority Bid Request Form must be submitted by 11:59 PM on March 13, 2022.

Application Procedure for External Applicants:
Application materials must be submitted by 11:59 PM on March 13, 2022. A complete application includes an application addressing qualifications and experience for the position. Submit application materials via the Online Recruitment System by the last day to apply. Applications may be entered online by pressing “Apply” at the top of this job vacancy. All job opportunities are located at https://www.bloomu.edu/jobs.

Please report all employment for the past seven (7) years and any related employment. Failure to do so may result in applicant disqualification.

Mailed or Faxed resumes and/or applications will not be considered. A job application kiosk is available at the Office of Human Resources & Labor Relations for individuals requiring assistance. The office is open from 8:00 a.m. until 4:30 p.m. and is located in Arts & Administration Building, Room 320 at Bloomsburg University of Pennsylvania.

For information on the University’s crime statistics, which is available in a publication called "Annual Security Report", please contact Bloomsburg University Police at 570-389-2211 or by accessing the following website: http://bloomu.edu/documents/police/securityreport.pdf (Download PDF reader) (Download PDF reader).

Contact: Human Resources, (570) 389-4415