Job Abstract

Join a vibrant campus community whose excellence is reflected in its diversity and student success. West Chester University of Pennsylvania’s Division of Student Affairs invites applications for Administrative Assistant for Wellness Promotion. WCU internal applicants only.

West Chester University, a member of the Pennsylvania State System of Higher Education, is a public, comprehensive institution committed to offering high-quality undergraduate education, selected post-baccalaureate and graduate programs, and a variety of educational and cultural resources for its students, alumni, and citizens of southeastern Pennsylvania. We are a community of educators dedicated to developing graduates who succeed personally and professionally and contribute to the common good.

WCU proudly offers a positive and purposeful work environment; comprehensive employee benefits including health, vision, and dental insurance along with many wellness programs; a commitment to work-life balance including generous paid vacation, paid sick time, military leave and paid time off for most major holidays; and a University mission to support employee personal and professional growth including a tuition waiver for self and family members, training and development, and advancement opportunities.

Wellness Promotion engages students in opportunities to cultivate skills in health and wellbeing and develops a university community where every student can thrive in their health and wellbeing journey.

Reporting to the Director of Wellness Promotion, the Administrative Assistant serves as the first point of contact for the office; provides administrative for the department efforts to support students; manages budgets; oversee student employment; and helps to coordinate departmental programs and services.

The ideal candidate will demonstrate excellent customer service and communication skills; the ability to manage multiple priorities in a fast-paced office environment, experience managing budgets and planning events; the ability to collaborate and communicate effectively with a diverse campus community including students, parents, faculty, staff and other stakeholders.

Responsibilities include:

• Welcome and announce visitors
• Answer incoming calls
• Maintain department email accounts and respond to routine inquiries
• Provide referrals as needed
• Update department calendars
• Review and update department website
• Review and distribute department communications, marketing materials, newsletters, and websites
• Send appointment reminders to students
• Support meetings including reserving spaces, ordering food, and preparing communications to encourage participation
• Process purchase orders, requisitions, and budget transfers
• Monitor budgets
• Provide budget summaries and reporting
• Assist with submission, monitoring, and processing of all required purchasing requisitions and budget transfers
• Reconcile purchasing card statements monthly
• Process expense requests and reimbursements
• Coordinate student employee onboarding including new hire forms and clearances
• Support student employees to ensure completion of forms, clearances, contracts and payroll information
• Maintain student employee reporting
• Coordinate travel and process travel requests and payment vouchers
• Process department work orders and equipment maintenance
• Oversee office supply inventory and ordering
• Perform other duties as assigned

• Such training may have been gained through graduation from a four-year college or university OR
• Any equivalent combination of experience and training
• Demonstrated proficiency in Microsoft Office including Outlook, Word, and Excel

• Some knowledge of the principles and practices of public administration
• Some knowledge of the principles of governmental accounting, statistics, and public personnel administration
• Some knowledge of the sources of information, methods, and techniques used in administrative research
• Ability to carry out, with some supervision, staff assignments requiring the organization of material and development of procedures
• Ability to conduct studies and analyze contributing to the development of sound operational procedures
• Ability to speak and write effectively
• Ability to establish and maintain effective working relationships with administrative officials, other employees, and the general public

• Associate's degree or higher
• Experience in an administrative or receptionist role
• Customer service experience
• Demonstrated experience utilizing Microsoft Office Suite to manage calendars, create communications, reports and presentations
• Excellent written communication skills
• Experience supporting budget management
• Experience with higher education systems such as Banner, Peoplesoft, SAP and BI

Candidates should apply online at https://www.schooljobs.com/careers/wcupa. Application materials must include a resume, cover letter and three professional references (all required for consideration).

Applicants must successfully complete the interview process to be considered as a finalist.

Developing and sustaining a diverse faculty and staff advances WCU’s educational mission and Strategic Plan for Excellence. West Chester University is an Affirmative Action/Equal Opportunity Employer. Women, minorities, veterans, and persons with disabilities are encouraged to apply.

All offers of employment are subject to and contingent upon satisfactory completion of all pre-employment background checks.