Sunday, May 29, 2011

Administrative Coordinator (Grad Teacher Education) (Lewis & Clark College)

Posting Number: STA20110030
Job Title: Administrative Coordinator
Working Title: Administrative Coordinator
Position Control Number: TBD
Position Class: Staff
Department: Grad Teacher Education
Job Summary:

This position serves as the primary coordinator for the 13-month Preservice M.A.T. Program by providing organizational and administrative support to 2 faculty Program Directors, 6 faculty Cohort Leaders and 130-135 full-time students. This requires accurate tracking and support for all graduate student interns in practicum placements each year in both public and private school settings. The position also has duties and responsibilities that pertain to other programs within the Department of Teacher Education.

Lewis & Clark College will conduct background checks on the finalist(s).
Lewis & Clark College is an equal opportunity employer.
Minimum Qualifications:

• BA degree OR 4 years directly relevant work experience.
• 2 years of college coursework, not degree specific.
• Must be highly skilled with PC and Mac computers, Excel, database programs and internet design and management.
• Excellent interpersonal skills for communicating with the general public, students, faculty, school district and Department of Education personnel.
• Must be detail-oriented, and have excellent spelling, proofreading and editing skills.
• Strong verbal and written communication skills. Experience handling confidential information on a daily basis.
• Basic to intermediate bookkeeping skills and the ability to operate standard office equipment.
• The ability to handle multiple tasks simultaneously with constant interruptions and the ability to accommodate change is critical.
Preferred Qualifications:

• Experience with web design.
• Experience in an academic environment.
• Knowledge of TSPC regulations and licensure requirements.
Anticipated Position Start Date: 06/13/2011
Posting Date: 05/26/2011
Closing Date:
Open Until Filled Yes

Months Worked Per Year: 12
Special Instructions to Applicants:
Pay Rate: $15.14 - $16.96
Essential Functions:

• Coordinate all aspects of the preservice program, providing complete support to faculty Program and Cohort Coordinators.
• Provide administrative organization, support and communication pertaining to practicum placements.
• Develop and provide appropriate documents and information to prospective mentors.
• Responsible for accessing and creating appropriate and accurate student information in the Colleague database. Ability to export quickly and accurately varied types of data from FileMaker into multiple formats as requested by faculty.
• Assist in providing accurate payment amounts to multiple school districts for mentors. This includes organization, communication, tracking, and creating Excel spreadsheets from Filemaker Pro.
• Facilitate and compose frequent correspondence via letters and email.
• Assist in editing and organizing two Intern/Mentor/Supervisor Handbooks yearly.
• Oversee preparation of materials and required TSPC forms that mentors and supervisors must complete. Ensure that handbooks and all other important materials are mailed and distributed.
• Oversee proper documentation and records in student, mentor and supervisor files and FileMaker Pro database.
• Assist in preparing cohort course schedules for each semester. This requires careful planning to coordinate with the interns' practicum at their school placement site.
• Work closely with the registrar to verify that all courses are posted accurately on the college website. Regularly monitor for correct information. Responsibility includes frequent problem-solving while holding the highest levels of accountability and confidentiality.
• Plan and coordinate 15-20 mentor/intern/supervisor meetings a year for up to 150 people. Assist in planning and organizing New Student Orientation yearly event. Oversee all event details.
• Routinely verify all mentors hold a current teaching license in the State of Oregon. Must be knowledgeable at all times of constantly changing TSPC regulations and requirements, critical to student compliance in the licensure program.
• Responsible for administrative support to all adjunct faculty, approximately 15 in fall and spring, 40 in summer.
• Create and maintain 13 active email listservs.

• Responsible for providing accurate and in-depth information on numerous programs within the department to in-person inquiries from students, faculty, staff, parents, alumni and the general public.
• Assist in training and supervising work-study students.
• Assist department with special projects.

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