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***Internal Bids Only***

Current Bloomsburg University Employees Only

Clerk Typist 3

Position Number:00230-13-68
Location:Department of Biological and Allied Health Sciences
Other Information:Permanent, Full-Time (37.5 hours per week)
Supervisor: Dr. George Chamuris, Chairperson
Date Posted:August 15, 2013
Last Day to Apply:August 29, 2013 prior to 4:30 p.m.
Contact Person:Kristina Wood - Human Resources – (570) 389-4933 - kwood@bloomu.edu
Rate of Pay:Pay Range 4 $15.63 - hourly $1172.25 - biweekly

Essential Elements of Position:

Provides support for the establishment, maintenance and negotiation of clinical agency affiliation agreements and program articulation agreements. Functions as primary secretary to the Chairperson of the Department of Biological and Allied Health Sciences, and for 20 additional full-time faculty members.

Primary Duties and Responsibilities:

Provides on-going communication with external sites that provide clinical experiences for students in the health sciences. The tasks and processes that need to be carried out require (a) knowledge of BU’s policies and procedures and with those of each clinical site (each one is different), (b) a thorough understanding of degree requirements, (c) staying informed of changes in BU policies and each site, and (d) providing a process match between the two entities. Provides informed and dynamic and accurate information and customer service to students and parents regarding clinical experiences and practicums.

Processes final copy of letters, memoranda, reports, course outlines, syllabi, tests, laboratory manuals and forms; and proofreads materials to ensure accuracy and completeness. Printed material requires understanding and ability to copy technical, scientific language and notation.

Processes agenda, attends department meetings and takes and transcribes draft of minutes of meetings for review and editing by Chairperson. Processes final copy of minutes and e-mails copies to the Department and the College of Science and Technology, Professional Studies, Library, etc.)

Responsibilities pertinent to Search and Screen: Retrieves all necessary Search and Screen material from the committee and Director of Social Equity. Communicates with candidates, both orally and written, regarding the total application and Search and Screen process. Actively works with the Chairperson of Search and Screen to establish an interview schedule. Communicates and sends packet of information to candidate about the university and community at-large. Maintains Search and Screen files and confidentiality of said materials.

Assumes primary responsibility in Search and Screen process for new temporary and permanent faculty for the following activities: (1) Completes justification for teaching faculty position requesting information from Institutional Research (if for a permanent position); (2) guides Search and Screen Chairperson through the process once PCF form is received from the College of Science and Technology Dean; Obtains confidential information from candidates for background check on candidate; (3) Prepares packet for department chairperson to send to faculty member and other forms (Key Request, Access Authorization form, etc.) as necessary; (4) Orients faculty to office procedures and directs them to necessary locations on campus (CMC, Residence Life, University Police, Human Resources, etc.)

Serves as primary secretary to the Chairperson. Maintains daily appointment calendar; gathers appointment materials; screens calls and visitors, interprets departmental and University policies to students, parents, visitors, and interested persons. Types correspondence/reports from written drafts or from brief verbal instructions. Independently composes responses to incoming mail/requests as necessary and delegate’s projects and typing of routine matters to student employees. Proofreads correspondence/reports prepared for Chairperson/Director’s signature to insure that it is grammatically correct, complete, consistent, and adheres to rules and regulations; calls discrepancies to the Chairperson/Director’s attention or independently corrects. Meets with the Chairperson/Director at least weekly to review ongoing projects and progress.

Maintains a departmental database using Microsoft Access, and the physical student advisement folders.

Processes travel approval requests, field trip paperwork, vouchers, and out-service training forms for faculty and encumbers monies for travel. Calculates reimbursement expenses from travel expenses and processes appropriate forms, following established reimbursement guidelines.

Works with the Chairperson, Assistant Chairperson and Coordinator of Allied Health Programs to manage course enrollments, course requests, waiting lists and communication with students regarding course enrollment for 3 BA in Biology Programs, 4 BS in Biology Programs, 4 BS in Health Science Programs, and the Pre-Pharmacy and Medical Imaging Programs.

Communicates with prospective majors and appropriate University offices regarding the procedures for internal transfer to BAHS majors. Manages the internal transfer application process (approximately one hundred requests per academic year).

Manages internship applications and communicates with faculty, students, the Dean’s office and the Registrar regarding internship-related processes.

Compiles data, quotes and equipment needs for Academic Enhancement Equipment, Faculty Grant funded equipment, scientific laboratory and general equipment and supply needs. Maintains detailed budget information on departmental purchases and routinely provides budget information to Chairperson or Faculty grant holder.

Maintains detailed records of several Departmental Faculty Grants and account information for accurate review of purchasing activities and travel activities.

Assist relevant faculty regarding student applications to professional and graduate school, and clinical experiences; processes forms and correspondence; and prepares applications for student and faculty signatures. Processes letters of recommendation to professional schools.

Completes paperwork for hiring and employment of students; supervises work study students; closely monitors state and federal work-study budgets and makes independent decisions regarding student workers to ensure spending budget is not exceeded.

Maintains calendar of departmental activities, events, and deadlines; composes factual or informational correspondence to students and faculty advising them of deadlines, activities and events.

Communicates by telephone/email and in person with students and prospective students regarding departmental programs, policies, and procedures, and scheduling of appointments; and with faculty, staff and administrators to verify and clarify information on student’s records, schedule appointments and answer questions.

Determines and assigns Departmental Faculty Advisors to over 300 student majors based upon student program needs.

Instructs student workers assigned to Department in proper use to office equipment, general office and specific departmental policies and procedures; makes work assignment; checks clerical work performed against instructions to verify accuracy and adherence to standards; and verifies time cards of hours worked.

The Position Purpose and Description of Duties sections summarized above provide a representative listing only and should not be regarded as a complete statement of tasks performed by incumbents of this position. It should be recognized, therefore, that employees may be asked to perform job related duties in addition to those outlined above.

Applicant must possess these skills, knowledge, and abilities or to be able to explain and demonstrate that they can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.

Demonstrated ability to analyze complex scenarios (such as a list of clinical site requirements and stipulations), and translate the complexity into a workable solution.

Demonstrated ability to navigate unpredictable and continuously changing scenarios (in reference to clinical affiliation agreements).

Knowledge of English grammar, spelling, and punctuation at a level equivalent to that used in writing or adjusting written materials and familiarity with scientific technical vocabulary.

Knowledge of the specialized office procedures and practices which relate to the work process and the proper conduct and actions necessary in maintaining harmonious working relationships within the department.

Knowledge of the process, organization, and use of various kinds of office files which are organized according to multiple indexing methods.

Knowledge of the policies, rules, regulations and organizations which relate to the department of Biological and Allied Health Sciences (BAHS), including Purchasing, Registrar, Admissions, Networking Services, and Accounts Payable.

Knowledge of the structure, requirements and contact persons for the various degree programs offered by BAHS.

Skill in using a computer-based software, especially MS Word, Excel, Access, Publisher, Outlook and Adobe Acrobat.

Skill in typing at a minimum speed rate of 40 words per minute.

Skill in using standard personal computer, scanner, photocopy machine, calculator and other office equipment.

Ability to make independent determinations of the best possible resolution to processing problems.

Ability to develop and set up clerical procedures for the process of office activities performed.

Ability to transfer information from formats which occur in random order and present a modified form according to rules and procedures.

Ability to assemble, organize and present information from various source materials.

Ability to organize work in a manner which ensures smooth processing and accomplishment of priority items on schedule.

Ability to instruct and advise clerical employees on the methods and procedures used in a process.

Ability to use discretion and judgment in dispensing information which may: be confidential, relate to course/exam security, or susceptible to misunderstanding or misuse.

Ability to collect and organize material for reports by determining the information sources, appropriate information, and form of presentation.

Ability to compose correspondence of inquiry or explanation relating to a problem, request, or program need by surveying the nature of the item and determining the course of action to execute the presentation.

Ability to proofread varying types of information for conformance with a prescribed pattern or form, to assure the adherence to instructions and clerical office procedures, to maintain consistency of thought and requirements, and for compliance with

specific administrative or procedural rules.

Ability to perform intermediate arithmetic calculations such as the adding subtracting of whole numbers and decimals; and multiplying and dividing by two or more digit whole number or decimal multipliers and divisors.

Minimum Experience And Training:

Six months as a Clerk Typist 2 and educational development to the level of the completion of high school; or one year of progressively complex clerical typing experience and completion of high school; or six months of moderately complex clerical typing work and completion of a post high school business curriculum; or any equivalent experience and/or training which provides the required knowledge, skills and abilities.

Finalist must communicate well and successfully complete an interview.

Prior to a final offer of employment, the selected candidate will be required to submit to a background check including, but not limited to, employment verification, educational and credential verification and criminal background check.

Completing this search is contingent on available funding.

Application Procedure:

In order to receive consideration, submit a Seniority Bidding, Transfer and Internal Application Request Form and a resume or Bloomsburg University Merit Systems Employment Application to the Office of Human Resources and Labor Relations by 4:30 p.m. on the last day to apply. Bidding forms are available at Human Resources located in Room 134, Waller Administration Building or on the “S” Drive in the Human Resources folder.

Bloomsburg University of Pennsylvania is committed to providing equal educational and employment opportunities for all persons without regard to race, color, religion, sex, age or national origin.