College Data Assistant, College of Engineering and Business

Gannon University   Erie, PA   Full-time     Administration / Clerical
Posted on June 25, 2024
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College Data Assistant, College of Engineering and Business


Position Summary:


This position performs duties related to the ongoing maintenance of student academic records for students in the College of Engineering and Business (CEB) at Gannon University. The position supports the college's efforts in quality assurance, assessment, and continuous improvement. The position responsibilities require initiative, judgment and discretion, at times with minimal supervision. Must be able to support and promote the University's Mission.




  • Responds to inquiries or assists with registration processes and procedures to students, parents, faculty and administrators.
  • Maintains complete student records including: updates to personal and academic information, conditional status changes or application of credit limits, course substitutions, and assists faculty with student grade changes.
  • Registers students as needed; including those with nonscheduled courses, off-campus requests, and internships for academic credit.
  • Following admission, evaluates transcripts of international and transfer students, for possible transfer credits (conferring with department chairs or program directors as needed). Prepares a schedule for new students and advises students if needed upon their arrival to campus.
  • Processes student schedule changes and coordinates procedures between appropriate University offices.
  • Assists students in the withdrawal process.
  • Processes all student paperwork/forms/letters for undergraduate and graduate students in the college.
  • Advises students in the absence of their advisor.
  • Creates and maintains files for CEB Exploratory Studies (i.e. undeclared) students.
  • Serves as a first point of contact in the dean's office for students who have questions and concerns.
  • Makes appointments for students with Associate Deans and Dean as needed.
  • Assists Dean in Administrative Assistant's absence.
  • Prepares potential graduate report (for all undergraduate, graduate, certificate students) and all graduation letters and certifications to send to the Registrar's Office and students once grades are received confirming that they are ready to be certified to graduate.
  • Contacts all students regarding final degree requirements as they near degree completion.
  • Works with Associate Deans or their representatives on graduate and undergraduate academic action; including preparing and distributing academic action letters to students by e-mail ( or postal mail if necessary), and copies to advisors. Prepares and e-mails report of students subject to academic action to appropriate departments at Gannon.
  • Reviews all CEB student requests for credit overages in a semester and makes recommendations as needed.
  • Updates advisor lists for Registrar's Office use for incoming students and for updates to rebalance faculty advisor loads.
  • Coordinates with department chairs and/or program directors: updates and maintains all CEB curriculum sheets.
  • Assists faculty with issues related to course scheduling, room scheduling, student advising, interfacing with the Registrar, and other functions of the dean's office.
  • Other duties as needed for the functioning of the dean's office.


Required Qualifications:


Education: Associate Degree is desirable; knowledge of university setting/academic records/academic advising is preferred.


Experience: 2 years of clerical, education, or academic advising experience with a working knowledge of Microsoft Office products, specifically Excel, Outlook and PowerPoint, and office equipment (e.g., Teams calling, Zoom, computer operations, etc.)


Licenses and Certifications: n/a


Skills: Must possess excellent written, proofreading and organizational skills; the ability to transcribe correspondence and enter data into records and logs with accuracy; the ability to perform basic mathematical calculations; the ability to multitask and prioritize responsibilities, seeking direction regarding courses of action; the ability to research and compile data; the ability to adapt and utilize available technologies to fulfill essential functions; the ability to communicate articulately exhibiting patience and making accommodations for cultural variances of a diverse and growing international population. Must exhibit attention to detail.


University Mission: Must be able to support and promote the University’s Mission.


Preferred Qualifications:


Location: Erie, Pa


Employment Status: Full Time


Department: Col. of Engineering & Business


Division: Col. of Engineering & Business


Subdivision: Dean's Office, CEB


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