College of Education Office Manager

1.  Assist the COE Dean, faculty, and adjuncts

• Process correspondence and assist the dean in providing timely and appropriate response.
• Receive, respond to, and/or forward mail, emails and telephone calls.
• Calendar and send reminders for faculty meetings, committee meetings, and faculty workshops.
• Attend COE faculty and staff meetings; record and distribute minutes.
• Actively assist the dean, communicating closely while exercising initiative in matters that do not demand the dean’s direct intervention.
• Support courses and dissertations where appropriate.

2.  Manage the COE Dean’s office

• Maintain a welcoming environment for faculty, staff, students, and guests.
• Maintain paper and digital filing systems appropriate to functions of the COE dean, including current faculty records, teaching assignments, faculty study leaves, and data to support annual evaluations.
• Manage the hiring process for adjunct faculty members and enter documents into Etrieve.
• Facilitate development and administration of goals and outcome assessments.
• Supervise part-time or student assistants employed by the office of the dean.
• Interact with other offices to facilitate communication and smooth operation of COE within CIU.
• Organize information for ACSI and state certification.
• Maintain the COE Office Manager Handbook and files.

3.  Monitor finances

• Process credit card tracking for the dean and his direct reports.
• Monitor monthly budget printouts and prepare reports for the dean.
• Process extra faculty and adjunct pay, honoraria, reimbursements, invoices, and ministry meal lists.
• Monitor and purchase supplies necessary for the efficient functioning of the dean’s office.

4.  Oversee annual projects

• Remind and confirm completion of annual reports.
• Track enrollment.
• Coordinate production of COE’s portion of academic programs catalog and make changes using Curriculog software.
• Coordinate scheduling of COE courses.
• Maintain files and charts.

5.  Oversee student records

• Monitor status of and notify students who are placed on academic probation.
• Notify students who are on the Dean’s List.
• Provide reports as necessary.

6.  Support the PhD/EdS Program Director, faculty, and adjuncts

• Email prospective students, set up folders and tracking for newly accepted students.
• Organize and maintain student records, transfer credit, scheduling and catalog revisions.
• Provide reports as necessary.
• Perform clerical matters related to program oversight, such as committee meetings, inquires, and revision of policies, procedures, and handbooks.
• Manage the forms, manuals, scheduling and set up of PhD Competency Exams, work with remote exam proctors and with exam graders, notify students of exam results, and track process for student completion and for reporting.
• Plan and assist with the PhD Hooding Ceremony held each fall and spring semesters.
• Maintain the PhD Assistant Handbook.