Administrative Coordinator, School of Education, Career & Technical Teaching in Practice (CTTP) Program

Point Park University • Pittsburgh, PA

50d • Hybrid

About The Position

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.

Requirements

• 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.

Nice To Haves

• Understanding of education programs and career and technical education principles and programs and practices is a significant advantage.

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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree