Job Summary:

Nature of Work: This is an advanced classification that performs specialized clerical work of an administrative nature of varied scope and complexity requiring a broad knowledge of standardized policies and procedures, and confidentiality in the disposition of work matters. Work requires significant independent judgment, problem solving, and decision making skills within prescribed limitations. Interprets guidelines to specific situations that are not covered by policies or procedures. Work includes the maintenance of various record systems, the creation of reports involving payroll, employee, student, departmental records, and statistical data. Work also includes composing routine memoranda, correspondence and written materials requiring knowledge of institutional policies and procedures, scheduling meetings, and making travel arrangements. Limited leadership may be exercised over small teams of co-workers or student employees. Occasional supervision and oversight is provided to employees in this classification.

Examples of Work Performed:

1. Assist Dean with projects, meetings, and everyday tasks

2. Assist dean in building maintenance and technology or equipment needs

3. Make travel arrangements and purchases

4. Assist and monitor in dean’s schedule (appointments, meetings, etc.)

5. Assist in the accreditation process however deemed necessary for the entire School

6. Collect and compile faculty packets for evaluations (include their Faculty Information Form, any applicable course evaluation results, etc.)

7. Process Travel & Budget Requests – Budgets (monthly)

a. Track 5 budgets and keep dean and associate dean informed monthly

b. Purchase any supplies requiring use of the Purchasing Card

c. Create purchase orders as needed for any large furniture, etc. purchases

d. Place/process food orders for any school on or off campus events

e. Travel arrangements for faculty/GA’s traveling

8. Minutes

a. School & Leadership Team Meetings (monthly)

b. Collect reports from all lead people and committee representative and compile as addendum to school meeting agendas/minutes

c. Minutes for Fall & Spring Teacher Education Advisory Council Meeting (1x/semester)

Examples of Work Performed Continued:

9. Work closely with VPAA in developing School Calendar (1x/yr)

a. Schedule school meetings

b. Schedule leadership team meetings

c. Schedule comprehensive exams

d. Add all applicable events to the calendar
10. Assist associate dean with course schedule process. Work with the Records and Registration office to ensure accuracy of all course scheduling.

11. Employee Relations

a. Send, receive, process new employee paperwork for new adjunct instructors; maintain adjunct instructor and faculty files and database

b. Prepare Faculty Load Reports (1x/semester)

c. Prepare school directory each term with office locations and extensions.

d. Hire and facilitate Work Study Students

e. Create key requests for employees within building

f. Create contract recommendations

g. Preparation or review for adjuncts

h. Directed study/special projects for faculty/adjuncts

i. Student Teaching Supervisors – Fall & Spring

j. Plan, facilitate, and purchase gifts/supplies for retirement parties

k. Assist employees with electronic travel system as needed.

12. Course Related

a. Collect/maintain current file Faculty Syllabi each semester (1x/semester)

b. Monitor low enrollments with Department Chairs/Dean & Communicate with VPAA office

c. Room scheduling approval utilizing EMS – process class schedule changes

d. Update graduate course rotation for all graduate courses for the website

13. Graduate Programs

a. Assist Community Learning Programs & communications, regular meetings (ongoing)

b. Recruit graduate students through a variety of methods that include but are not limited to: graduate fair, emails through MyEmma, phone, regular email, website, etc. Foster course registration through creation of course registration booklets for each semester and email out to all current and new students.

c. Work with the Nebraska Department of Education (NDE) on the Enhancing Excellence in Teaching Program (EETP) grant application process by updating NDE with correct information for EETP website. Process all incoming applications and work with dean to select recipients and send to NDE.

d. Assist faculty and associate dean to update handbooks for the School, pass on for review to faculty, then to College Relations for publishing

14. Marketing

a. Work with College Relations to update website and all program sheets/brochures for all education and behavioral sciences undergraduate and graduate programs

b. Create and/or post slides for kiosk school/WSC announcements (ongoing)

c. Prepare school newsletter (1x/semester)

d. Update all display boards each year for Just Juniors and other marketing events.

15. General

a. Assist other office staff with daily tasks as needed

b. Maintain any school memberships and distribute information pertaining to the memberships regularly
16. Software Usage:

a. EMS

b. Firefly

c. Concur

d. WebFocus

e. Wildcats Online (PeopleSoft)

f. SAP

g. MyEmma

h. Jadu

i. Adobe InDesign

j. Microsoft Office

Required Qualifications:

• Graduation from High School or educational equivalent
• College coursework in Business Administration or related field
• Two years of clerical experience.

Preferred Qualifications:

• Some post-secondary education
• Experience in an office setting
• Experience with electronic record keeping
• Experience with Microsoft Office

Documents Needed to Apply:

• Cover Letter
• Resume
• Unofficial or Official Transcript

About Us:

Wayne State College serves as a model of success for regional public higher education. Investments in infrastructure and facilities, expanded academic programs and partnerships, a whole-campus approach to recruitment and retention, and a commitment to strategic planning position the College as a strong member of the Nebraska State College System. More than 4,500 students rely on Wayne State for access to graduate and undergraduate degree programs in more than 130 programs of study each year, a role the College has proudly filled since its founding in 1891. Our goals are clear: continually improve retention and graduation rates, provide high-quality academic programs and campus facilities, support workforce and economic development in the region, maintain affordability and access, and manage resources for sustainability. We invite qualified applicants to join us in our important work.