| General Description/Position Purpose |
This is a temporary position, not to exceed 12 months.
Providing clerical support with minimal or no supervision by the Chair and faculty in the History/Philosophy and Economics Departments. The History/Philosophy Department consists of 14 tenure-track faculty members, 1 part- time adjunct faculty; 171 History major & minors, 7 Philosophy minors, 33 graduate students, and all freshman non-History majors that are enrolled in general education courses offered by History and Philosophy. The Economics Department consists of 5 tenure-track faculty members, 36 Economics majors, and 14 Economics minors.
Answering the phone, screens called, provides information requiring knowledge of departmental as well as university procedures, and directs caller to appropriate student, faculty or office. Sorts and distributes mail and packages received in the department office
Attends and takes notes, prepares and distributes agendas and minutes of the History/Philosophy department meetings. Independently forwards decisions, motions and committee assignments made by the department during meetings to the appropriate offices. Processes letters, memos, and reports from Chair.
Assists Chair and faculty during registration and preregistration of students. Helps students to find appropriate sources regarding questions about the History and Economic major, helps to find answers to scheduling problems, major changes, or advising questions. Assigns the faculty advisor to all History and Economics majors, inputs information into computer database, and keeps information current. Responsible for placement of students into closed sections of History, Economics and elective courses in computerized student database and for the release of individual major records for scheduling purposes. Processes student schedule on the computer system when students cannot independently accomplish task due to restrictions, need overrides, or experience problems with the scheduling system. Creates a guide sheet informing majors of changes to departmental program, scheduling procedure, and courses for the upcoming scheduling periods. Compiles packets for advisors that include advisee sign-up sheets for faculty office doors, names of current advisees, as well as any special instructions. Evaluates student’s records, determines eligibility and electronically pre-schedules HIS203: Theory and Practice in History and History 397: Seminar in Comparative History on student schedule: Prepares schedules for transfer students each semester.
Responds to questions from graduate and undergraduate students in regard to the history program and course content. Recommends to the Chair names of student majors who would make good representatives to committees or names of majors for student awards. Collects and then forwards materials to committee members for History/Philosophy and Economics Department Scholarship and Outstanding Student Awards. Prepares all necessary forms and forwards them to the Provost’s Office and Shippensburg University Foundation so that students may receive these rewards. Assists the History Club, Phi Alpha Theta (The History Honorary Society) Omicron Delta Episilon (The Economics Honor Society), and on matters of procedure and university rules and practices. Determines student eligibility for membership into the honorary fraternity each semester and provides lists to advisor and president. Collects membership forms, dues, and honor cord money and then forwards it to the advisor. Arranges and organizes for each semester a department advisee meeting with majors to review upcoming scheduling announcements and upcoming courses being offered by the History/Philosophy and Economics Departments.
Reads correspondence for departmental office to decide the necessary response or action that requires keeping abreast in current departmental and university affairs. Gathers information for reply to verbal and written questions and requests from administrative offices, outside agencies, faculty, and students. Prepares letters, reports and travel vouchers, maintains data files, and update file folders for department searches and applicants. Independently composes letters and memoranda in response to written inquiries relating to selected course content, faculty specialization, course offering, internships, and assistantships. Runs reports and collects data for Chair and faculty as required for the efficient maintenance of department programs and student scheduling.
Works with the Department Chairs to create the schedule of courses being offered each semester, builds and edits course schedules, creates excel reports, creates room charts and places the data into the Banner computer system for all department faculty. Schedules are then released to the Dean’s office. Must keep an up-to-date account for each course and complete an Excel spreadsheet for any changes or corrections that are then forwarded to the appropriate offices. Submits faculty overload authorization, request to fill forms, and hiring recommendation forms to the dean’s office. Coordinates multiple section final exam schedules for faculty by gathering information for submission to the Dean’s office.
Maintains statistical records of elective courses taught, number of World History courses offered, and faculty who teach summer school. Responsible for the update, correction and submission of Graduate and Undergraduate Catalog changes.
Prepares materials for the 60-75 sections of World History classes per year (with 42 students each) as well as 30+ other elective courses. Responsible for scanning, duplicating. collating, and safekeeping of course syllabi, exams and quizzes for History and Philosophy classes. Reminds faculty of early warning grades and final grades deadlines and assists with change of grade forms when needed.
Maintains efficient operation and daily maintenance of office machines including personal computers and printers, fax machine, document readers, overhead projectors, copier, scanners, and telephone. Has training and skill to make minor repair of machine malfunctions. Stocks supplies and paper for equipment. Solely responsible for record of departmental equipment – laptops, projectors, VCR/DVD players and monitors, well over 200 VCR and DVD films. Completes yearly inventory of furniture and equipment in all classrooms and departmental offices.
Responsible for departmental files and maintenance of folders. Updates graduate and undergraduate student files every semester by completing degree requirement sheets for each undergraduate history major that requires knowledge of current program. Notifies faculty adviser or Department Chair when student takes courses that cannot be counted toward major. Keeps current course syllabi for every course offered in History, Philosophy, and Economics. Maintains files for administrators, faculty, committee files, and various general files. Maintains all department literature, including archiving and purging in a timely fashion.
Functions as the lead worker over student work study office assistants and tutors. Responsible for interviewing, training, distributing work assignments, insuring accurateness mid general supervision of assistants. Assists faculty in hiring our 4 graduate assistants and coordinating work assignments and projects. Contacts graduate assistants and arranges last minute work assignment requests made.by faculty. Makes schedule of work hours, reviews work logs, and approves payroll records in the E-time system for all groups of students. Give instruction and cancels classes if faculty are unable to meet with classes.
Assists faculty in preparation for open houses and admitted students day. | Maintains statistical records of elective courses taught, number of World History courses offered, and faculty who teach summer school. Responsible for the update, correction and submission of Graduate and Undergraduate Catalog changes. Prepares materials for the 60-75 sections of World History classes per year (with 42 students each) as well as 30+ other elective courses.
Responsible for scanning, duplicating. collating, and safekeeping of course syllabi, exams and quizzes for History and Philosophy classes. Reminds faculty of early warning grades and final grades deadlines and assists with change of grade forms when needed.
Maintains efficient operation and daily maintenance of office machines including personal computers and printers, fax machine, document readers, overhead projectors, copier, scanners, and telephone. Has training and skill to make minor repair of machine malfunctions. Stocks supplies and paper for equipment. Solely responsible for record of departmental equipment – laptops, projectors, VCR/DVD players and monitors, well over 200 VCR and DVD films. Completes yearly inventory of furniture and equipment in all classrooms and departmental offices.
Responsible for departmental files and maintenance of folders. Updates graduate and undergraduate student files every semester by completing degree requirement sheets for each undergraduate history major that requires knowledge of current program. Notifies faculty adviser or Department Chair when student takes courses that cannot be counted toward major. Keeps current course syllabi for every course offered in History, Philosophy, and Economics. Maintains files for administrators, faculty, committee files, and various general files. Maintains all department literature, including archiving and purging in a timely fashion.
Functions as the lead worker over student work study office assistants and tutors. Responsible for interviewing, training, distributing work assignments, insuring accurateness mid general supervision of assistants. Assists faculty in hiring our 4 graduate assistants and coordinating work assignments and projects. Contacts graduate assistants and arranges last minute work assignment requests made.by faculty. Makes schedule of work hours, reviews work logs, and approves payroll records in the E-time system for all groups of students. Give instruction and cancels classes if faculty are unable to meet with classes. Assists faculty in preparation for open houses and admitted students day.
Sorts assessment answers of World History classes from students at the beginning and end of each semester, distributes to faculty for evaluation, compiles data from faculty evaluation for overall assessment of history program.
Solicits and receives information from faculty concerning reference books, professional journals, desk copies of textbooks and supplies required for the operation of the department. Compares specifications, supplies and prices on large equipment purchases such as computers, printers, scanners, and copiers.
Monitors all budget expenditures within the department for classroom and office supplies and. equipment. Assists in projecting budget for the following year by reviewing records of allocations spent on supplies, subscriptions, memberships, and equipment. Submits internal requisitions and is solely responsible for the computer submission of purchases for supplies from off-campus vendors for educational supplies, computer equipment and office supplies which require knowledge regarding quality of products. Submits request for service for consultants and speakers. Completes procurement card training and keeps up to date on guidelines for usage of the card, completes purchases with the card, and submits paperwork to Accounts Payable. Responsible for the Foundation account purchases and necessary paperwork.
Constantly completes training on computer programs and software including Windows, Microsoft Office (including Word, Access, Excel, Publisher, PowerPoint, Outlook), SEAP, Internet Native Banner, Cognos Reports, Banner 9 Amin, People Admin, Degree Audit, MyShip, Student Employment/Graduate Assistants, Adobe Acrobat 9 Pro, E-Time, Self Service Banner, Astra Event Planning, Ship Career Connection, SourcePoint and SAP Business Intelligence (BI) Reporting, as well as Smart class training to maintain technology in the classrooms. Provides assistance to faculty on software and hardware problems as well as in their classrooms. Provides new faculty with appropriate instruction in the use of their personal computers, printers, and office telephones and voicemail. Assists faculty in updating our department webpage.
Staff member of the Campus Information System (CIS) Users Group Planning Committee. We meet 2-3 times per semester to gather training ideas and suggestions and then hold a meeting to educate the user community on new developments on the Campus Information System, enhance skills development, and share knowledge in regard to Campus Information System and technology communication in academic affairs. We have met on-line since Covid and continue to review developments to assist users of updates.
Prepares and submits travel expense vouchers requiring knowledge of content and proper format, allocations, state and university restrictions and limits.
Completes necessary paperwork for visiting speakers. Supplies information on textbook orders each semester for faculty to complete orders with bookstore. Contacts publishers for complimentary examination copies of books as well as desk copies for classroom use.
Has primary responsibility for reporting malfunctions of heating, lighting and air conditioning as well as furniture shortages and classroom disorders to maintenance department through computerized requests. Accountable to the Security Office for reporting violations of security and safety conditions. Prepares and submits keys request for offices, exterior doors and elevators. Maintains lost and und articles in department office Organizes the departmental bulletin boards for students and faculty with posting of schedules, announcements, and college recruitment brochures.
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