Job Postings

Secretary for Education Department and O’Pake Institute

Job Summary:
The Education Department Secretary provides support to assist in completion of work assignments related to accreditation, PA State Regulations, record keeping, department correspondence, student teaching and fieldwork program, student/faculty organization, program assessment and general administrative support. Handles day to day department activity and provides moderate judgment in prioritizing own work. The individual also serves as the support staff for the O’Pake Institute for Ethics, Leadership, and Public Service.

Essential Functions:

  • Serves as front-line representative for the Education Department; screens and directs calls, greets visitors, directs information flow, handles incoming and outgoing mail
  • Prepares correspondence and documents as necessary for accreditation, honor society, community advisory board, and other department-related organizations
  • Maintains accurate and up-to-date student data (e.g. Praxis scores and clearances) for graduate and undergraduate education students at the Main and Schuylkill campuses
  • Develops and maintains spreadsheets tracking performance and qualifications of education students
  • Responsible for maintaining all Education student files: Main and Schuylkill campus undergraduate students, MED students, and Certification students
  • Creates, processes, and maintains data related to program assessment and other department-related organizations using a variety of software packages
  • Assists to maintain and update contracts for affiliations with field/school agencies
  • Provides organizational and clerical support for field experience and student teaching for graduate and undergraduate Education students at the Main campus and Schuylkill campus
  • Responsible for organizing and transitioning each semester’s advising and registration weeks for the Education Department and each faculty member
  • Provides organizational and administrative support for the O’Pake Institute, including assistance on budgeting, financial and personnel matters, contract management, correspondence, event planning and management, as needed. Provides support for the Reading Collegiate Scholars Program.
  • Promote Franciscan ideals and adherence to the Mission of the University
  • Assist the Chair in the preparation of all State, Federal, and additional accreditation reports. These include preparation of some components of Title II Reporting requested by the new Compliance Officer, and preparation of components of the PDE Annual and Major Review Reports for all Education Department programs
  • Act as a department liaison to various data managers in the university and work to improve data management processes to the benefit of department operations
  • Provide clerical support to Director of Field Experiences regarding payment to co-operating teachers and supervisors, tracking of necessary clearances.

Additional Responsibilities:

  • Transcribes and maintains minutes for monthly departmental meeting and yearly advisory board meeting
  • Prepares event registrations for departmental events and meetings, as well as for the Education Association
  • Collects and documents student graduation applications for department faculty and department chair, as well as tracking the process before submitting to the Registrar
  • Responsible for ordering award plaques and plates for December and May graduations
  • Prepares departmental and institute expense reports and processes invoices (PN3 system), as well as prepares student teacher supervisors’ mileage expense reports
  • Maintains and orders general supplies for the Education Department and the O’Pake Institute, as well as special orders such as nameplates, badges, office furniture etc.
  • Oversees and maintains workability of the building’s copy machine, as well as report any malfunctions to the appropriate party
  • Performs other services deemed reasonable by the Education Department Chair or the Institute Director
  • Periodic attendance at departmental functions extending beyond the traditional work day
  • Provides support to and communicates regularly with education personnel from satellite campuses regarding student records
  • Supervises student workers for the Education Department
  • Schedules appointments and maintains appointment calendar for Department Chair
  • In the event of a conflict between the requests and requirements of the Education Department and the Institute, in general, the Department’s work requirements take precedence over the Institute. Any disputes between the two agencies over work assignments for the Secretary will be handled by the Dean of the College of Professional Programs.


  • Commitment to the mission statement, core values and goals of Alvernia University
  • Bachelor Degree preferred
  • 1-2 years prior secretarial or related experience
  • Proven organizational skills and ability to coordinate multiple activities and projects
  • Strong communication skills (written and oral)
  • Intermediate computer skills including Microsoft suite: e.g., Word, Excel

Physical Requirements:

  • Attendance is required in order to perform the duties of this job.

Contact:          Human Resources

Posting Date:   March 2, 2018

Facebook Twitter LinkedIn Google+ YouTube RSS Feed Pinterest Instagram tumblr Facebook Twitter LinkedIn Google+ RSS Feed