Administrative Support II, Teacher Education & Accreditation CL9960

Administrative Support II, Teacher Education & Accreditation CL9960

Company:
Stetson University

Job Location:

Category:
Administrative Assistants

Type:
Full-Time

Salary: Depends on Qualifications

Location: DeLand, FL

Job Type: Full-Time Staff

Division: Academic Affairs | College of Arts & Sciences

Department: Teacher Education

Closing Date:
Continuous

FLSA:
Non-Exempt

Bargaining Unit:
N/A -- Pay Grade: 05

Job Description

The Administrative Support II: Teacher Education & Accreditation ensures the effective operation of the Office of Education Programs and provides direct support to the Director of Student Teaching, Department Chair, Undergraduate Council co-chairs, and all undergraduate and graduate faculty members. This position performs advanced-level administrative and operational duties in support of the Education Department. The position is responsible for coordinating departmental functions, assisting faculty and leadership, managing academic scheduling processes, and serving as a primary point of contact for students, staff, faculty, and external partners. This position provides a wide array of support for detailed and confidential projects as well as works closely with students, faculty, staff, Florida Department of Education, School of Music, local Florida school districts, and other personnel on campus. The position requires initiative, independent judgment, and discretion in various duties. This position also requires a great deal of independence within the scope of established policies and procedures for day-to-day operations and accountability under the general supervision of the Department Leadership team. This Administrative Support position oversees the daily operations of the Department's databases, which track teacher candidates' critical performances, program transition points, diversity experiences, program admission materials and data, and field experience placements and records. The primary responsibility of this position is to ensure the accuracy and integrity of the Department of Education databases, including data input and output and end-user training and support. The position will provide support to the Education Department's faculty and staff by assisting with the creation of state reports; developing and implementing policies to guide data entry; making sure that the databases effectively capture candidate and program information; and generating accurate data and analytical reports for external and internal reporting and analysis.

Essential Job Functions and Responsibilities:

Employment duties include, but are not limited to:

• Coordinate and schedule departmental and faculty meetings; prepare agendas, record minutes, and distribute materials
• Maintain and update the departmental master calendar, including academic deadlines, meetings, events, and state or accreditation-related timelines
• Manage course scheduling in collaboration with the Registrar's Office, including course builds, modifications, and faculty assignments
• Assist with departmental budget tracking, including processing purchase orders, invoices, reimbursements, and procurement of supplies
• Provide support to the Department Leadership team, all undergraduate faculty members, and students
• Ensure that identified priorities are addressed in a timely fashion
• Manage the daily operations of the Education Department Office ensuring all deadlines are met and workflow is efficient
• Process and manage an array of confidential materials, including student certification processes, GPA, course grades, Records of Release Authorization forms, Florida Teacher Certification Examination scores, SSNs
• Assist in coordinating calendar meetings and provide data and support to the Undergraduate Council
• Coordinate the distribution of student advisees to appropriate faculty advisors, letting Dean's office know of necessary changes
• Assist in managing financial paperwork including review, tracking, and distribution through appropriate processes (student fees, vouchers, name badges, FFEA, mileage, reimbursement)
• Draft, initiate, and mail selected correspondence for faculty
• Develop and manage spreadsheets for student records (ELED and MUED)
• Coordinate special events alongside faculty to promote student retention
• Collaborate with colleagues (SoM, graduate studies, local school districts, 240 Tutoring) daily
• Advise faculty, administrative staff, and students on policies and procedures as needed
• Conduct monthly meetings for Undergraduate Council, gather and assist in presenting Benchmarking data, Students of Concern meetings; provide training, support, and mentoring for Cooperating Teachers, Music Education majors (program review), and interns (certification review)
• Produce multiple state reports within eIPEP at request from the Florida Department of Education, which supports our program accreditation
• Discover where graduates are currently working throughout the country; contact their administrators for surveys and reports
• Track current candidates and program completers through FLDOE eIPEP site
• Assist with the application and approval process for students requiring financial support
• Compose and organize records and analysis of the department's current Benchmarking plan, consisting of baselines, goals, and interventions, in correlation with state approval and accreditation
• Provide Registrar's office with appropriate graduation transcript language
• Correspond with Department of Education on candidates' state certification status
• Revise corresponding program policies, language, standards, and documents, as needed
• Build full Degree Audit plans for all new and entering Elementary Education majors
• Update met requirements through "Force Complete" on Degree Audit for ELED and MUED students passing required examinations and entering approved program or student teaching
• Prepare hardcopy and electronic Cooperating Teacher packets at the beginning of each semester and create Cooperating Teacher certificates at the end of each semester
• Handle the creation and distribution of Letters of Concern to students
• Manage personal work email, along with the department email
• Provide an accessible and welcoming office environment while fostering a professional and supportive relationship with students
• Perform other site- and position-specific functions as assigned

Required Knowledge, Skills, and Abilities:

The knowledge, skills, and abilities for this role include:

• Significant experience with Word, Excel, and PowerPoint
• Exceptional verbal and written communication skills
• Ability to work independently and efficiently
• Highly developed organizational and multi-tasking skills
• Ability to prioritize and handle simultaneous projects independently while maintaining attention to detail
• Ability to learn to anticipate the needs and requests of the Director of Student Teaching, prior to the need
• Possess excellent judgment and the ability to handle confidential information with sensitivity
• Strong interpersonal skills to facilitate effective work with a large and diverse group of faculty and staff
• Must be able to develop and maintain effective working relationships with all the constituents, including but not limited to students, faculty, staff, and alumni
• Strong computer and technological skills, as well as the motivation to explore and learn new technologies
• Cultivates and maintains a broad working knowledge of the University and in-depth understanding of issues concerning the College of Arts and Sciences, Elementary Education program, Education masters programs, and Music Education program
• Significant experience with Degree Audit, Argos reports, 240 Tutoring
• Experience in an education-related field to better understand program and state processes

Required Qualifications:

This position requires:

• Bachelor's degree in a related field
• Five years of experience in a similar position
• A great deal of independence and responsibility

Ideal Candidate Qualifications:

• Master's degree
• Knowledge of the University's academic administrative software (Banner/Argos)

Work authorization sponsorship may be available for this position. However, sponsorship is contingent upon the non-applicability of the visa petition fees outlined in the relevant Executive Order signed September 19, 2025. Due to the recent federally-mandated increased financial expense, the university is not in a position to absorb this significantly increased cost of sponsorship for new H-1B petitions at this time. International candidates are encouraged to apply, but should be aware that eligibility for sponsorship will be evaluated in accordance with current U.S. immigration regulations and institutional policies.

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