What are the responsibilities and job description for the Clerical Assistant 3 (IPSSP) position at Shippensburg University?
Overview – What the Office Does:
The Institute for Public Service and Sponsored Programs (IPSSP) coordinates the University’s efforts to grow and manage grant-funded programs ranging from faculty-led research and service projects to various public service centers (e.g. the Center for Juvenile Justice Training and Research, the Center for Land Use and Sustainability, Shippensburg Head Start, the Small Business Development Center, etc.). IPSSP also serves as the primary administrative unit for the University’s student research programs including but not limited to undergraduate and graduate research grants and the annual student research conference. The Institute facilitates the work of several committees including CFEST Grants Administration, the Committee on Research with Human Subjects, and the Council on Student Research and Creative Activities.
Position Duties and Responsibilities
The Sponsored Programs Clerk assists the Director with the day-to-day workflow of the department and has duties (outlined below) that are often interrelated, need to be accomplished with various degrees of supervision, and involve substantial use of standard office software packages (namely MS Word, Outlook, Excel, and Adobe Acrobat) as well as University systems (e.g. SAP and Banner).
o Daily clerical responsibility of the office including but not limited to:
o Tracking document flow between IPSSP and other campus offices,
o Bookkeeping including tracking budget data and processing budget transactions,
o Ordering office supplies and services, placing work orders, and making room reservations,
o Photocopying, organizing and maintaining departmental files (both printed documents and electronic documents), and
o Maintaining the general orderliness of the office.
o Use of moderately complex computer-based applications for the following types of work:
o Creating mail merges, tables, and basic spreadsheets;
o Working with existing spreadsheets and databases;
o Polling for meeting times and scheduling appointments in Outlook;
o Assisting in preparation of department correspondence, forms, grant applications, reports, certificates, newsletters, invitations and other communications;
o Utilizing a basic graphics package; and
o Updating and maintaining web pages.
o During a typical day the employee will open and close the office, answer and screen telephone calls to resolve routine inquiries, and receive and direct visitors, and provide answers to common general inquiries from drop-in customers. The employee is expected to utilize discretion in providing information to visitors and callers.
o Throughout the year, the employee will have specific responsibilities pertaining to the annual cycle of student research programs. In the fall, IPSSP launches the Undergraduate and Graduate Research Grant Programs. In the spring, the Institute hosts the Minds@Work student research conference. Related to these programs, the employee will generally assist the director as follows:
o Prepare and distribute the calls for proposals,
o Process applications into a database for distribution,
o Distribute application materials to advisory committee members,
o Track awards and expenditures made in this program,
o Process transactions for these awards,
o Compile a summary report of grant activity,
o Work with Institutional Research to analyze and prepare reports with data from Banner.
o The employee must be familiar with or be willing to become familiar with University and PASSHE standard forms and policies related to expenditure of public funds.
o The employee must possess knowledge of or be able to acquire knowledge of the use and care of various office machines (e.g. photocopier, scanner, fax machine, etc) and computer-based systems including but not limited to SAP and Banner.
o Writing and proofreading skills are essential to insure grammatical correctness, completeness and consistency with departmental style standards.
o The employee must perform these and other related duties as assigned with a high degree of ethics and strict confidentiality.
The Institute for Public Service and Sponsored Programs (IPSSP) coordinates the University’s efforts to grow and manage grant-funded programs ranging from faculty-led research and service projects to various public service centers (e.g. the Center for Juvenile Justice Training and Research, the Center for Land Use and Sustainability, Shippensburg Head Start, the Small Business Development Center, etc.). IPSSP also serves as the primary administrative unit for the University’s student research programs including but not limited to undergraduate and graduate research grants and the annual student research conference. The Institute facilitates the work of several committees including CFEST Grants Administration, the Committee on Research with Human Subjects, and the Council on Student Research and Creative Activities.
Position Duties and Responsibilities
The Sponsored Programs Clerk assists the Director with the day-to-day workflow of the department and has duties (outlined below) that are often interrelated, need to be accomplished with various degrees of supervision, and involve substantial use of standard office software packages (namely MS Word, Outlook, Excel, and Adobe Acrobat) as well as University systems (e.g. SAP and Banner).
o Daily clerical responsibility of the office including but not limited to:
o Tracking document flow between IPSSP and other campus offices,
o Bookkeeping including tracking budget data and processing budget transactions,
o Ordering office supplies and services, placing work orders, and making room reservations,
o Photocopying, organizing and maintaining departmental files (both printed documents and electronic documents), and
o Maintaining the general orderliness of the office.
o Use of moderately complex computer-based applications for the following types of work:
o Creating mail merges, tables, and basic spreadsheets;
o Working with existing spreadsheets and databases;
o Polling for meeting times and scheduling appointments in Outlook;
o Assisting in preparation of department correspondence, forms, grant applications, reports, certificates, newsletters, invitations and other communications;
o Utilizing a basic graphics package; and
o Updating and maintaining web pages.
o During a typical day the employee will open and close the office, answer and screen telephone calls to resolve routine inquiries, and receive and direct visitors, and provide answers to common general inquiries from drop-in customers. The employee is expected to utilize discretion in providing information to visitors and callers.
o Throughout the year, the employee will have specific responsibilities pertaining to the annual cycle of student research programs. In the fall, IPSSP launches the Undergraduate and Graduate Research Grant Programs. In the spring, the Institute hosts the Minds@Work student research conference. Related to these programs, the employee will generally assist the director as follows:
o Prepare and distribute the calls for proposals,
o Process applications into a database for distribution,
o Distribute application materials to advisory committee members,
o Track awards and expenditures made in this program,
o Process transactions for these awards,
o Compile a summary report of grant activity,
o Work with Institutional Research to analyze and prepare reports with data from Banner.
o The employee must be familiar with or be willing to become familiar with University and PASSHE standard forms and policies related to expenditure of public funds.
o The employee must possess knowledge of or be able to acquire knowledge of the use and care of various office machines (e.g. photocopier, scanner, fax machine, etc) and computer-based systems including but not limited to SAP and Banner.
o Writing and proofreading skills are essential to insure grammatical correctness, completeness and consistency with departmental style standards.
o The employee must perform these and other related duties as assigned with a high degree of ethics and strict confidentiality.
Minimum Qualifications
Six months as a Clerical Assistant 2, and educational development to the level of the completion of high school; or one year of progressively complex clerical stenographic experience and completion of a high school business curriculum; or six months of moderately complex clerical stenographic experience and completion of a post high school business curriculum; or any equivalent experience and/or training which provided the required knowledge, skills, and abilities.
Preferred Qualifications
Posting Detail Information
Open Date
10/23/2023
Close Date
Open Until Filled
Yes
Special Instructions Summary
For full consideration all candidates should apply online at https://jobs.ship.edu with acceptance of materials until the position is filled. Materials submitted in other formats including paper applications will not be considered. All applications and inquiries will remain confidential. Shippensburg University of Pennsylvania is an equal opportunity employer and, in compliance with federal and state laws and university policy, is committed to providing equal educational and employment opportunities for all persons without regard to age, color, national origin, race, religion, disability, veteran status, sex, sexual orientation, or gender identity. Individuals from traditionally underrepresented populations are encouraged to apply.
Additional Information
All Shippensburg University employees are expected to demonstrate an understanding of and commitment to the University’s core values of teamwork and collaboration, dependability, initiative, problem solving, and clear communication. University employees are expected to demonstrate good interpersonal and communication skills with all members of the campus community. They will strive to maintain integrity, effectiveness and efficiency by upholding customer service throughout all levels of performance.
University employees may work closely with individuals of diverse backgrounds and race, as well as those of differing religious affiliations, sexual orientation and gender. They are expected to treat individuals with respect and uphold an environment that is free of prejudicial, discriminatory or harassing conduct.
Safeguarding confidential, personal data and/or records of employees, students, customers and other related constituents is the responsibility of all University employees. It is the duty of all members of the University community to take part in the maintenance of a safe campus.
University employees may work closely with individuals of diverse backgrounds and race, as well as those of differing religious affiliations, sexual orientation and gender. They are expected to treat individuals with respect and uphold an environment that is free of prejudicial, discriminatory or harassing conduct.
Safeguarding confidential, personal data and/or records of employees, students, customers and other related constituents is the responsibility of all University employees. It is the duty of all members of the University community to take part in the maintenance of a safe campus.
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