Human Resources

Job Descriptions

 

Administrative Assistant Part-time

SUMMARY

The Administrative Assistant provides support for all aspects of daily operations and tasks of the Center for Assessment & Institutional Research (CAIR), as well as assisting in the accurate and timely collection and reporting of a variety of data. The position requires an individual to maintain confidential information. The candidate should be highly efficient, able to multi-task, and able to meet deadlines despite interruptions.  This is a part-time position.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

  • Perform general office duties including answering the telephone, taking and delivering messages, handling inquiries, copying and dissemination of materials, filing, and preparation of standard office forms as related to travel and purchasing.
  • Perform office standard procedures, draft correspondence, order and maintain office supplies and equipment, and coordinate activities with different campus offices.
  • Provide support for activities related to Office functions (e.g., senior assessment, surveys, program review, departmental assessment plans, departmental major field tests, and student evaluation of instructors).
  • Provide support for Committees with which the Office is involved---prepare for and attend meetings, compose and edit correspondence, transcribe and distribute minutes.
  • Assist with regular data collection activities, develop and maintain databases for a variety of data (e.g., departmental assessment plans, IRB submissions, surveys and external reporting).
  • Coordinate the administrative support process of the campus assessment program including organization, preparation and follow-up.
  • Coordinate the Institutional Review Board (Human Subjects Research) application approval process.
  • Maintain schedules for Director, supervise student help, and oversee timesheets for payment.
  • Coordinate students, staff, faculty, and the public with data requests as needed.
  • Operate office equipment including but not limited to computer, copier, facsimile, and printer.

SUPERVISORY RESPONSIBILITIES.  This position is responsible for recruiting, training and supervising of student workers. 

QUALIFICATIONS.  To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE.  High School diploma or GED required.  One year certificate in secretarial/office management from accredited college or technical school; or one to two years related experience and/or training; or equivalent combination of education and experience.

LANGUAGE SKILLS.  Ability to read and comprehend simple instructions, short correspondence, and memos.  Ability to write simple correspondence.  Ability to effectively present information in one-on-one and small group situations to students, faculty, staff and members of the public.

MATHEMATICAL SKILLS.  Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.  Ability to compute ratio, and percent and to draw and interpret from graphic formats.

REASONING ABILITY.  Ability to define problems, collect data, establish facts and draw valid conclusions.  Ability to present facts to campus personnel for departmental response.  Ability to deal with a variety of information presented in oral or written formats.  Ability to deal with non-verbal behavior in assisting with problem resolution.

CERTIFICATES, LICENSES, REGISTRATIONS.  None required.

OTHER SKILLS AND ABILITIES.  Ability to effectively communicate orally (in person and by telephone) and in writing; ability to effectively operate a computer (prefer Microsoft Word, Excel,  Access, e-mail and internet skills); ability to use (or quickly learn) the Purchase Order, Student Data and other software systems; ability to effectively use a variety of office machines (such as calculators, fax, multi-line telephones, etc.); ability to multi-task, yet maintain close attention to detail and timeliness of work production; ability to maintain highest level of confidentiality; and ability to work in a positive team-oriented manner with a variety of people (students, faculty, staff, administrators, and members of the public).

PHYSICAL DEMANDS.   The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel or use a computer keyboard; and talk or hear including the use of a telephone.  The employee frequently is required to stand; walk; reach with hands and arms; and stoop, or kneel.  The employee must occasionally lift and/or move up to 20 pounds.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

WORK ENVIRONMENT.  The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the office work environment is usually moderate with frequent occasions of multiple conversations in process.

Coordinator IT User Services

General Statement of Job

The Coordinator -  IT User Services is responsible for user support personnel and responsibilities. This position manages full time staff and student help. The coordinator is expected to provide excellent customer support, technical repair, purchase recommendations and project management. The Coordinator is the lead user support representative for Information Technology and reports to the Chief Information Officer. This position manages all user service and customer service responsibilities, including phone, email and walk-up support duties.

Specific Duties and Responsibilities

Essential Duties:

  • Provide oversight and management support to all reporting personnel
  • Maintain workflow and excellent customer service for both business units
  • Maintain accurate inventory and stock of all IT User Services equipment
  • Manage support for events requiring technical assistance
  • Maintain a cell phone for call and incident response
  • Maintain an area for walk-up customer support
  • Manage all call and email support operations
  • Specify, recommend, and support all  duties for Technical Services
  • Manage the implementation, support, discard and disposal of all related Technical Service equipment

 

Education, Experience, and Licenses

Two plus years related experience and/or training; or an equivalent combination of education and experience.

Valid Driver's License and the ability to meet insurance requirements for driving university provided vehicles.

Knowledge, Skills, and Abilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Ability to read, analyze, and interpret common scientific and technical journals, financial reports, and legal documents. 
  • Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community. 
  • Ability to effectively present information to top management, public groups, and/or boards of directors.
  • Ability to define problems, collect data, establish facts, and draw valid conclusions.
  • Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
  • Requires the ability to be accountable for inventory/property management.
  • Requires the ability to make recommendations that impact the budget.
  • Requires the ability to use small office equipment, including copy machines or multi-line telephone systems.
  • Requires the ability to use computers for data entry.
  • Requires the ability to use computers for word processing and/or accounting purposes.
  • Requires the ability to use or repair small/light equipment, such as power tools.
  • Requires the ability to repair, develop, or install computer hardware
  • Requires the ability to supervise employees developing, installing, or repairing technology systems.

Physical Demands/Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit; use hands to finger, handle, or feel (including the use of a computer keyboard); and talk or hear (including the use of a telephone). The employee is occasionally required to stand; walk; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; and taste or smell. The employee must frequently lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. Requires the ability to smell.

While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts; high, precarious places; fumes or airborne particles; extreme heat; risk of electrical shock; and vibration.  The noise level in the work environment is usually moderate.

NOTICE: The above job profile does not include all essential and nonessential duties of this job. All employees with disabilities are encouraged to contact Human Resources to review and discuss the essential and nonessential functions of the job. An employee with a disability can evaluate the job in greater detail to determine if she/he can safely perform the essential function of this job with or without reasonable accommodation.

 

Director of Human Resources

General Statement of Job

The Human Resources Director directs and coordinates human resources activities, such as employment, compensation, payroll, labor relations, benefits, training, and employee services by performing the following duties personally or through subordinate employees.

Specific Duties and Responsibilities

Essential Duties:

  • Identifies legal requirements and government reporting regulations affecting human resources functions and ensures policies, procedures, and reporting are in compliance.
  • Consults legal counsel to ensure that policies comply with federal and state law.
  • Studies legislation, arbitration decisions, and recent developments to assess industry trends.
  • Writes directives advising department managers of university policies regarding equal employment opportunities, compensation, and employee benefits.
  • Oversees the employment function to include forecasting, recruitment, interviewing, selection and orientation of employees to fill vacant positions.
  • Administers and updates salary administration program to ensure compliance and equity within the university.
  • Supervises payroll activities such as recording hours of work, processing time records, compiling payroll statistics, maintaining payroll control records, and calculating payrolls.
  • Foster an environment that recognizes and rewards employees and enhances employee morale.
  • Demonstrate a consultative approach to problem solving and solutions for employee relations and human resources-related situations.
  • Administers performance review program to ensure effectiveness, compliance, and equity within organization.
  • Advises management in appropriate resolution of employee relations issues.
  • Administers benefits programs such as insurance, retirement, and leave plans.
  • Maintains records of benefits plans participation such as insurance and retirement plans, personnel transactions such as hires, promotions, transfers, performance reviews, and terminations, and employee statistics for government reporting.
  • Develops and maintains a human resources system that meets top management information needs.
  • Represents university at personnel-related hearings and investigations.
  • Writes and delivers presentations to university administrators or government officials regarding human resources policies and practices.
  • Oversees interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.
  • Oversees records systems to include benefit plan participation, personnel transactions, and employee statistics for governmental and other reporting.
  • Performs other related duties as required.

Education, Experience, and Licenses

Master's degree in a related field required for this position.

Seven to ten years related experience and/or training required.

Prefer SPHR certified candidate. Valid Driver's License and ability to meet the University's insurance requirements for driving University vehicles.

Knowledge, Skills, and Abilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Ability to read, analyze, and interpret common scientific and technical journals, financial reports, and legal documents. 
  • Ability to respond to common inquiries or complaints from employees, students, regulatory agencies, or members of the business community. 
  • Ability to write policies and procedures manuals, and prepare speeches and articles for publication that conform to prescribed style and format. 
  • Ability to effectively present information to top management, public groups, and/or boards of regents. 
  • Ability to define problems, collect data, establish facts, and draw valid conclusions.
  • Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
  • Requires the ability to prepare and/or process purchase orders.
  • Requires the ability to determine individual benefit eligibility.
  • Requires the ability to make recommendations that impact the budget.
  • Requires the ability to manage the budget within assigned department.
  • Requires the ability to oversee purchasing authority up to $5,000 without approval from supervisor.
  • Requires the ability to use small office equipment, including copy machines or multi-line telephone systems.
  • Requires the ability to use computers for word processing and/or accounting purposes.

Physical Demands/Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, feel or use computer keyboard; reach with hands and arms; and talk or hear including the use of a telephone. The employee frequently is required to stand and walk. The employee is occasionally required to stoop, kneel, or crouch.  The employee must occasionally lift and/or move up to 30 pounds. Specific vision abilities required by this job include close vision, distance vision, color perception, peripheral vision, depth perception, and ability to adjust focus.

The noise level in the work environment is usually moderate.

NOTICE: The above job profile does not include all essential and nonessential duties of this job. All employees with disabilities are encouraged to contact Human Resources to review and discuss the essential and nonessential functions of the job. An employee with a disability can evaluate the job in greater detail to determine if she/he can safely perform the essential function of this job with or without reasonable accommodation.

 

Manager Student Accounts

General Statement of Job

The Student Accounts Manager coordinates activities in the student accounts functions by performing the following duties.

Specific Duties and Responsibilities

Essential Duties:

  • Interprets university policies and government regulations affecting student account procedures.
  • Processes information from a variety of offices on campus and makes appropriate adjustments to student accounts.
  • Coordinates Business Office side of the complete withdrawal process.
  • Serves as a Business Office representative in the future semester planning process.
  • Represents the Business Office in campus functions such as Fresh-Start, Grad Expo, International Student Panel, Franklin Tech Respiratory Care Day, and other activities as assigned.
  • Works closely with the Information Services department.
  • Maintains ongoing coordination with external partner firms such as Tuition Pay for student payment processes.
  • Sends billing to outside agencies and employers for students’ tuition.
  • Meets with students on appointment and drop-in basis to answer questions and resolve problems regarding their accounts.
  • May meet with family members regarding questions and problems.
  • Adjusts errors and complaints.
  • Reviews student employees’ paychecks prior to distribution to ensure that necessary student account balances are paid.
  • Performs routine office duties.
  • Assists at the Cashier’s window on an as-needed basis.
  • Maintains ongoing communications and rapport with other campus office such as Academic Affairs, Registrar, and Financial Aid.
  • Maintains accurate records and files in a retrievable fashion.
  • Performs other related duties as required.

Education, Experience, and Licenses

Bachelor’s degree (B.A. or B.S.) from an accredited college or university preferred.

Two to three years related experience and/or training; or equivalent combination of education and experience.  Prefer training and/or experience in basic accounting, and customer account management.  Prior experience in a Financial Aid or post secondary student support functions a plus. 

Notary preferred.

Knowledge, Skills, and Abilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. 
  • Ability to write reports, business correspondence, and procedure manuals. 
  • Ability to effectively present information and respond to questions from groups of administrators, faculty, staff, students, vendors, government agencies and the general public.
  • Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages. 
  • Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
  • Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
  • Ability to use discretion and judgment and work independently.
  • Ability to effectively use a calculator; possess Accounting knowledge.
  • Ability to effectively communicate orally (in person and by telephone) and in writing.
  • Ability to effectively operate a computer (prefer Microsoft Word, Excel spreadsheet and Access skills).
  • Ability to use (or quickly learn) the Employee Data and other software systems.
  • Ability to multi-task, yet maintain close attention to detail and timeliness of work production; ability to maintain highest level of confidentiality.
  • Ability to work in a positive team-oriented manner with a variety of people (students, faculty, staff, administrators, vendors and members of the public), including disgruntled individuals.
  • Requires the ability to accept, receive, and/or collect payments.
  • Requires the ability to prepare and/or process purchase orders.
  • Requires the ability to use small office equipment, including copy machines or multi-line telephone systems.
  • Requires the ability to use computers for data entry.
  • Requires the ability to use computers for word processing and/or accounting purposes.
  • Requires the ability to use highly technical computer applications.

Physical Demands/Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, feel or use computer keyboard; reach with hands and arms; and talk or hear including the use of a telephone.  The employee frequently is required to stand and walk.  The employee is occasionally required to stoop, kneel, or crouch.  The employee must occasionally lift and/or move up to 15 pounds.  Specific vision abilities required by this job include close vision, distance vision, color perception, peripheral vision, depth perception, texture perception, and ability to adjust focus. Requires the ability to see, smell, taste, hear, and speak.

The noise level in the work environment is usually moderate.

NOTICE: The above job profile does not include all essential and nonessential duties of this job. All employees with disabilities are encouraged to contact Human Resources to review and discuss the essential and nonessential functions of the job. An employee with a disability can evaluate the job in greater detail to determine if she/he can safely perform the essential function of this job with or without reasonable accommodation.

 

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