Administrative Assistant, EdD

Eastern University's College of Education; Pennsylvania; Presencial; USD 21.000 - 34.000; Tempo parcial

Resumo da vaga

Eastern University's College of Education seeks an energetic Administrative Assistant to support faculty in the online EdD program. About 19 hours per week, this role is the primary contact for doctoral students, chairs, and faculty, assisting admissions, onboarding, budget tasks, and major events such as hooding ceremonies.

Key duties include coordinating admissions interviews, managing communications, and maintaining program records in FERPA-compliant cloud drives, while collaborating with

Qualificações

• High school diploma required; Associate or higher degree preferred.
• 2+ years of administrative support in higher education or equivalent.
• Proficiency with MS 365, Google Workspace, Zoom; familiarity with SIS/CRM is a plus.

Responsabilidades

• Support admissions tracking, onboarding workflows for the EdD program.
• Coordinate virtual interviews, assessments, orientation details.
• Respond to inquiries; communicate with students, faculty, and staff.
• Assist with budget tracking, PO processing, reimbursements, stipends.
• Prepare manuals, handbooks, FERPA-compliant records, and reports.

Conhecimentos

Organizational skills

Communication skills

Multitasking

Data entry

Formação

High school diploma

Associate’s or higher preferred

Ferramentas

Microsoft 365

Google Workspace

Zoom

Ellucian

Salesforce

Descrição da vaga

The College of Education & Behavioral Sciences seeks an energetic, organized Administrative Assistant to provide essential operational, administrative, and logistical support to faculty in the online Doctor of Education (EdD) program. Working approximately 19 hours per week, this individual serves as a primary support and point of contact for prospective and enrolled doctoral students, dissertation chairs and committee members, and program faculty. Key responsibilities include supporting doctoral admissions and onboarding workflows, facilitating day-to-day program communications, budget processing, tracking dissertation milestones, and coordinating major departmental events such as the doctoral hooding ceremony. The successful candidate will embody Eastern University’s mission of faith, reason, and justice, treating each member of the campus community with fairness, dignity, and respect to foster a spirit of unity, harmony, and excellence.

Admissions & Recruitment Support

• Coordinate with university enrollment staff to build, update, and maintain detailed admissions tracking charts and applicant files for the EdD program.
• Design, schedule, and manage virtual admissions interviews, issuing and tracking formal interview invitations to selected candidates.
• Administer writing sample assessments, track evaluations, and manage all submission logistics.
• Serve as an informative, welcoming point of contact for admitted applicants, coordinating new student orientation details, welcome packets, and initial onboarding information.

Program Operations

• Serve as the frontline communicator for the EdD program by responding promptly and professionally to telephone, email, and virtual inquiries from prospective and current students as requested by admissions/enrollment.
• Resolve routine inquiries from current students and/or forward to appropriate faculty and advisors.
• Disseminate key academic and departmental announcements to current students, including registration reminders, program policies, academic calendars, and degree completion deadlines.
• Partner with the Program Director and Department Chair to coordinate cohort community-building activities and professional development workshops (virtual and hybrid).
• Distribute, track, and collect course and program evaluations for faculty, students, and graduating cohorts.
• Support the Program Director and Department Chair with day-to-day budget tracking and cost center administration, including processing purchase orders, invoices, expense reimbursements, and faculty stipends/check requests (specifically for Dissertation Chairs and committee members).
• Assist in updating, proofreading, and formatting digital program manuals, EdD student handbooks, catalog entries, and departmental website content.
• Organize, track, and archive secure student academic and program records within departmental cloud drives in compliance with FERPA guidelines.
• Provide administrative and clerical assistance to program leadership in compiling data for accreditation self‑studies, Pennsylvania Department of Education (PDE) reviews, and institutional compliance reporting.

Dissertation & Graduation Support

• Maintain and monitor operational milestone schedules for doctoral candidates and dissertation committee chairs, regularly communicating deadlines and procedural expectations.
• Track candidate progression through key dissertation benchmarks (topic approval, proposal defense, IRB review, final defense, and repository publication) alongside active committee assignments.
• Collaborate closely with program leadership to plan, coordinate, and execute the annual doctoral Hooding Ceremony and graduation reception, including ordering regalia/hoods, formatting and printing event programs, and managing event logistics.

Requirements

• High school diploma or equivalent required; Associate’s, Bachelor’s, or higher degree preferred.
• 2+ years of administrative support or office management experience, preferably within higher education (e.g., admissions) or a PK–12 school environment.
• Proficiency in office productivity and collaboration tools, including Microsoft 365 (Word, Excel, Teams, OneDrive/SharePoint), Google Workspace (including Shared Drive management), and Zoom. Experience with student information systems (SIS) or CRM platforms (e.g., Ellucian, Salesforce) is an asset.
• Strong organizational and workflow management skills, with acute attention to detail and accuracy in data entry and tracking.
• Exceptional written, verbal, and interpersonal communication skills, with a demonstrated ability to interact effectively with adult learners, faculty, and administrators.
• Discretion and integrity in handling sensitive student records, institutional budgets, and confidential information in alignment with FERPA regulations.
• Demonstrated ability to manage multiple priorities independently and collaboratively in a deadline-orientated environment.