West Chester University of Pennsylvania’s Office of the Executive Vice President and Provost invites applications for the position of Administrative Assistant. WCU internal candidates 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, al... more details
Position Summary
Join a vibrant campus community whose excellence is reflected in its diversity and student success. West Chester University of Pennsylvania’s Office of the Executive Vice President and Provost invites applications for the position of Administrative Assistant. WCU internal candidates 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.
The Office of the Executive Vice President and Provost provides the University leadership to support our mission of student success in many areas including academic program and policy development, accreditation, assessment, faculty and staff development, program review, and serves as liaison with the Pennsylvania State System of Higher Education and the Middle States Commission of Higher Education.
Reporting to the Associate Provost for Academic Affairs, this position provides high-level administrative support to the Senior Associate Vice President of Financial Aid and Campuses, and Associate Provost for Accreditation, Assessment, and Planning and provides secondary support to the Executive Vice President and Provost. The Administrative Assistant maintains an in-depth understanding of policies and procedures; serves as a resource for inquiries; creates and maintains databases; makes recommendations for changes in procedures, analysis, and reporting of information; assists in developing and managing communications; assists in setting priorities and works to ensure excellent service is provided to WCU constituents. This position is a highly confidential assignment requiring the utmost respect and privacy.
The ideal candidate will demonstrate professionalism, excellent customer service skills, and the ability to problem-solve; extensive experience with Microsoft Office Suite; 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
Maintain knowledge and understanding of University and PASSHE policies and procedures
Provide referrals and thoughtful direction as needed
Coordinate and update multiple electronic calendars
Coordinate logistics including location, food, materials, and gifts for meetings and receptions with students, faculty, staff, administrators, and external campus partners
Support committees including New Faculty Orientation Committee, Faculty Mentor Committee, Council of Chairs, Women’s Leadership Forum, Autism Services, and the Faculty Service and Retirement Luncheon
Support project management including scheduling and coordination, monitoring progress, and communicating with stakeholders
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 and transfer funds
Process expense requests and reimbursements
Manage Academic and Non-Academic program reviews
Administer travel arrangements, vouchers and reimbursements
Processes registrations for workshops and conferences
Maintain and update website
Track software license expirations and renewals
Process department work orders and equipment maintenance
Oversee office supply inventory and ordering
Perform other duties as assigned
Minimum Qualifications
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
Required Knowledge, Skills & Abilities:
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
Preferred Qualifications
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
Special Instructions
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.
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