Clerical Assistant 2 - College of Health Sciences

Nestled in the scenic foothills of western Pennsylvania, Indiana University of Pennsylvania (IUP) offers more than a place to work—it offers a vibrant campus community where innovation, collaboration, and natural beauty come together. Our picturesque campus features tree-lined walkways, historic architecture, and welcoming green spaces that create an inspiring environment for learning, working, and connecting.

At IUP, employees are part of a supportive and engaged community dedicated to student success, academic excellence, and meaningful impact. Located in the charming college town of Indiana, Pennsylvania—just over an hour from Pittsburgh—our campus combines small-town warmth with access to the cultural, professional, and recreational opportunities of a major metropolitan area.

Whether enjoying a walk across the Oak Grove, collaborating with colleagues in dynamic academic spaces, or engaging in the many cultural and community events hosted throughout the year, IUP offers an exceptional place to build a career and make a difference.

Position Summary & Description

SUMMARY:

The employee in this position will serve as secretary to the Chair of the Department of Nursing. They will provide direct support to the Chairperson and the faculty of the department and additional support to the programs of medical imaging and medical technology as needed. This employee will make complex decisions to maintain the department and its functionality for the students. This employee will perform clerical work such as, but not limited to, screen calls, visitors, and students; independently answer questions and requests; and route people to the proper person for necessary action. In addition to the position purposes set forth above, this position is responsible for working with Castle Branch.


Review the PA Specifications for this Job Title.

ESSENTIAL DUTIES :

• Collaborate with Castle Branch.
  • Monitors requirements for nursing students to ensure compliance with clinical agencies.
  • Fix errors on Castle Branch site to ensure students are receiving the correct information.
  • Assist students with technical questions regarding requirements, due dates and procedures.
  • Assist Chair to create handouts for requirements and maintenance of Castle Branch accounts.
  • Notify students and faculty of requirement updates.
  • Monitor accounts daily to ensure students are compliant with clinical attendance.
  • Assist Chair to verify student accounts are complete.
• Assist Department Chair with providing confidential medical documents to the clinical agencies.
• Assist Department Chair with placement of students into clinical seats during advising and after review of student’s transcript after each semester grading.
• Monitor budgets with regular monthly checks, enter purchase requisitions, process Direct Payment Forms, and travel expense vouchers, email budget managers.
• Assist faculty with budget and expenditures associated with internal and external grant awards.
• Independently communicate in writing and email with students and faculty regarding processes, required forms, academic progression and retention, recruitment activities and answer correspondence.
• Create forms and database files as needed to improve departmental efficiency.
• Assist students with course registration processes, late drop/add/withdrawal processes, overrides during registration, advisor referrals, and other matters related to scheduling.
• Assist students and faculty with graduation requirements, forms, and applications.
• Communicate with IUP Scheduling Center regarding priority registration times.
• Assign advisors to undergraduate, graduate, and PhD Nursing students.
• Collaborate with the Dean’s Office to maintain up to date clinical affiliation agreements with clinical agencies and to monitor contracts for up-to-date requirements.
• Assist Nursing Lab Coordinator with ordering of lab supplies, equipment, maintenance, facilitate laundry services, and other appropriate activities in the simulation lab.
• Complete annual reports for professional organizations and accrediting agencies; file electronic reports; gather data; collaborate with appropriate coordinators, faculty, and staff for needed information to ensure accurate and thorough reporting.
• Assist entering course schedules into Banner database; courses, sections, instructors, times, dates, and room/location. Reserve appropriate rooms with days and times that meet the needs of the courses.
• Provide initial assistance to students with classes, registration, permissions, etc. using established guidelines; help find appropriate person to assist with needed information.
• Serve as the communication hub of the department; organize, store, retrieve, and integrate information for dissemination to administration, faculty, staff, and students.
• Provide front office support; answer and screen telephone calls; resolve inquiries or forward to appropriate contact; receive and direct students and visitors.
• Maintain office supply inventory. Obtain equipment, services, and supplies needed by the department.
• Help organize and conduct departmental events, as directed by securing space, equipment, and food. Prepare invitations, announcements, agenda, brochures, and packets.
• Oversee office mail; process outgoing mail, pickup mail from Post Office and distribute within department.
• Organize and maintain departmental filing system.
• Supervise student workers.
• Perform duties with a high degree of ethics and maintain strict confidentiality and discretion.

The above duties are normal for this position. The omission of specific statements of duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

WORK SCHEDULE:

Monday through Friday, 8:00 AM to 4:30 PM

Position Qualifications

MINIMUM EXPERIENCE & TRAINING :

• Six months as a Clerical Assistant 1 (commonwealth title).

or

• Graduation from high school.

or

• An equivalent combination of experience and training.

IUP is an equal opportunity employer and is committed to fostering an inclusive and welcoming workplace. We do not discriminate in employment on the basis of race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by applicable law.

In accordance with the Americans with Disabilities Act, applicants and employees with disabilities may request reasonable accommodations to participate in the application or interview process or to perform the essential functions of a position.

Employment decisions are made based on qualifications, merit, and business needs, consistent with the principles of Equal Employment Opportunity.

Applicants who require an accommodation during the recruitment process are encouraged to contact [email protected].

All offers of employment are contingent upon verification of earned degrees through the receipt of official transcripts, confirmation of work eligibility, and satisfactory completion of background checks.