Administrative Coordinator/Certification Officer

Niagara University is a liberal arts university, steeped in the Vincentian and Catholic traditions, with a total enrollment of nearly 4,300 students. Located just a few miles away from one of the world's premier tourism destinations, Niagara Falls, the university occupies a lovely campus overlooking the Niagara River gorge. Its close proximity to major cultural and business centers in Niagara Falls, Buffalo, and Toronto as well as the award-winning Niagara Wine Trail and several nearby cultural destinations make Niagara University an ideal place to work and live. If you'd like to know more, check out all of the NU Facts.

JOB SUMMARY:

Under general supervision, the Administrative Coordinator is responsible for the organization and operation of the office of the Dean, and is the Education liaison and application evaluator for certification in both New York State and Ontario, Canada.

ESSENTIAL DUTIES:

• Process certification applications for both New York State certification and Ontario Certificate of Qualifications and recommends titles and levels of certification for Dean's approval
• Educate candidates and graduates on the certification process.
• Process out of state certification verification paperwork.
• Coordinate the state testing voucher process including ordering and distribution.
• Prepare reports for the Ontario College of Teachers, obtain and submit transcripts to OCT.
• Coordinate office operations with departments and field experience staff.
• Prepare correspondence and reports for the office
• Supervise student aides
• Answer all certification inquiries
• Coordinate College-level budgets and conduct on-going fiscal analysis throughout the budget year; presenting updates on expenses
• Report graduation eligibility 3 times per year in communication with program coordinators.
• Contact students for graduation information, post degree conferrals, order diplomas.
• Coordinate COE attendance and roles at graduation.
• Maintain graduation and satisfactory academic progress databases.
• Coordinate graduation awards and plaques.
• Work graduation, graduate brunch, annual awards dinner and off-campus registration
• Serve as immigration liaison to human resources
• Maintain confidentiality of information (including but not limited to: student and employee personal information, student grades, etc.), both during and after their employment with the University. Any question regarding the confidentiality of material, should be referred to the supervisor. Any violation shall subject the employee to disciplinary action, up to and including termination of employment
• Perform other duties as assigned by supervisor.

GENERAL DESCRIPTION:

% of Time

20% Certification evaluations for Ontario College of Teachers

20% Certification evaluations for NYS Certification Applications

20% Certification examination vouchers and processing

10% Oversees and coordinates general office procedures such as calendars, stakeholder meetings, filing, answering phones, handling mail, supervising student aides.

20% Maintain graduate files and curriculum cards and correspondence, assists in planning and organizing of graduation

5% Immigration liaison to human resources

5% Fiscal and budgetary analysis and reporting

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

• Ability to interpret educational regulations related to teaching certification (Ontario and New York).
• Experience with budgets, fiscal analyses and reporting of such.
• Organizational skills necessary for accreditation reporting and standards maintenance (Ministry, CAEP, NYSED).
• Transcript evaluation and review skills.
• Strong computer software application skills including analysis and reporting systems.
• Ability to handle and initiate professional correspondence and communication with government offices, offices of superintendents, and other stakeholders.
• Strong interpersonal, organizational and written communication skills.
• Proficiency to handle various office machines including but not limited to: calculator, computer, copy machine, type writer and fax.
• Ability to receive telephone calls, respond to inquiries and communicate with others by telephone.
• Ability to perform all of the above essential job functions for a minimum of a seven and one half hour shift with one hour unpaid meal break, without a significant risk of serious injury.

ERGONOMIC REQUIREMENTS:

The functions of the position usually performed sitting, but may require some amount of time standing. Some amount of stooping, kneeling, bending, crouching, lifting, walking, carrying and other movements may be required. Tasks involving working on a computer keyboard, computer software applications, calculator, cutting, labeling, and taping involve extensive wrist and hand movement. All individuals are required to be able to perform these movements without significant risk of injury to themselves or others.

QUALIFICATION STANDARDS

• Associates degree or equivalent required.
• A minimum of three to five years related experience required.
• Knowledge of educational regulations and procedures or knowledge of guidelines for certification preferred.