Administrative Coordinator, School of Education, Career & Technical Teaching in Practice (CTTP) Prog
6 days ago
Pittsburgh
Job Description POSITION: Administrative Coordinator, Career & Technical Teaching in Practice (CTTP) Program DEPARTMENT: School of Education REPORTS TO: Dean, School of Education WORK SCHEDULE: Hybrid work schedule PRIMARY FUNCTION: The Hybrid (Remote and On-Campus) Staff Administrative Coordinator position provides crucial administrative support and plays a vital role in the efficient operation of our student-focused services with emphasis on the newly developed Career and Technical Teaching in Practice (CTTP) certification and degree program. This position requires a highly organized and detail-oriented individual with excellent communication skills and the ability to manage multiple tasks effectively. The successful candidate will be responsible for a range of administrative support duties, including the review and processing of student academic records, the creation and maintenance of accurate databases/records, scheduling appointments and meetings, student enrollment, program progress tracking, faculty support, and communication with partnering schools. The coordinator serves as a point of contact for students, faculty, and external stakeholders via phone and email. An understanding of education programs and practices is highly desirable. Qualifications: • Associate's degree or equivalent combination of education and relevant experience required; Bachelor's degree preferred., • Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and database management., • Ability and Willingness to flex work hours as needed to attend meetings, workshops, etc. either virtually or on-campus., • Experience or ability to learn to review academic transcripts and recommend and track transfer credits or similar detailed documentation, based upon university policies and procedures., • Ability to work in student information systems and learn new systems as required., • Strong written and verbal communication skills, including professional phone and email etiquette., • Strong problem-solving skills and a proactive approach to tasks., • Excellent organizational and time management skills with the ability to prioritize tasks and meet deadlines., • Exceptional attention to detail and accuracy., • Ability to exercise sound judgment and maintain confidentiality., • Ability to work independently and as part of a team. Responsibilities: • Student Application, Registration and Record Management:, • Assist students with the registration process for CTTP programming, ensuring all required documentation is complete and accurate., • Review student transcripts for completeness and accuracy, input data into student information systems, and maintain confidential student records in compliance with university policies and regulations., • Facilitate the onboarding process for new students in CTTP, • Provide orientation and necessary information to help students acclimate to the program requirements., • Database, Scheduling, and Calendar Management:, • Create, organize, and maintain electronic and physical filing systems, ensuring data integrity and ease of access. Generate reports and summaries to assess program effectiveness and identify areas for improvement., • Compile data related to student enrollment, program completion rates, and faculty activities., • Coordinate and schedule appointments, meetings, and events for department staff and/or students. Maintain accurate calendars and provide timely reminders., • Career and Technical Education Support:, • Provide administrative support specific to career and technical education programs, which may include tracking student progress, managing program-specific documentation, tracking Occupational Competency Assessment data, and assisting with accreditation processes., • Assist faculty with course scheduling and coordination for the Residency programs., • Support adjunct faculty in navigating administrative processes and providing necessary resources., • Communication and Customer Service:, • Serve as a professional and welcoming point of contact, responding to inquiries via phone and email in a timely and informative manner. Direct inquiries to the appropriate personnel., • Prepare correspondence, memos, and other documents. Manage office supplies, process mail, and maintain office equipment. Assist with budget tracking and expense reporting as needed., • Event Coordination:, • Assist in organizing events, workshops, and meetings related to the Career and Technical Education programs., • Collaborate with relevant stakeholders to ensure the success of program-related events., • Multi-tasking, Prioritization and Attention to Detail:, • Effectively manage multiple tasks and projects simultaneously, prioritizing workload to meet deadlines and ensure smooth office operations., • Maintain a high level of accuracy in all tasks, particularly in the review and data entry of student records., • Confidentiality and Collaboration:, • Handle sensitive student and institutional information with discretion and maintain strict confidentiality., • Work collaboratively with other administrative staff, faculty, and university departments to ensure efficient workflow and a positive student experience., • Other Duties: Perform other duties as assigned to support the overall mission and goals of the School of Education. 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