Position Summary
Join a vibrant campus community whose excellence is reflected in its diversity and student success. West Chester University of Pennsylvania's Philadelphia campus located at 701 Market Street invites applicants for the position of Administrative Assistant for Student Services.
The hours for this position are Monday through Thursday, 11 am to 7:30 pm and Friday 9 am to 5 pm.
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. West Chester University in Philadelphia offers the same top-ranked, accredited degree programs that are available on the main campus. 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.
As a key contributor, the Administrative Assistant for Student Services provides support for the Philadelphia campus students, faculty, and staff including project support for the Center Operations Manager, Associate Director of Student Services, and Associate Director of Student Success. As the first point of contact the Administrative Assistant establishes and maintains cooperative working relationships with internal and external campus partners; maintains an in-depth understanding of policies and procedures; serves as a resource for inquiries; maintains databases and reports; helps to develop and manage communications; and works to ensure excellent service is provided to all constituents.
The ideal candidate will demonstrate excellent customer service and written communication skills; the ability to work independently to manage multiple priorities in a fast-paced and high-volume environment; experience using Microsoft Office Suite to manage calendars, develop reports and monitor data, and create presentations ; experience working in higher education and student support; and the ability to professionally communicate and collaborate with students, faculty, staff and other campus partners.
Responsibilities include:
Greet and assist visitors
Answer incoming calls
Maintain email accounts and respond to general inquiries
Provide support to students by answering questions and offering resources to meet student needs
Provide administrative and project support to Center Operations Manager, Associate Director of Student Services, and Associate Director of Student Success
Provide support to faculty by ensuring that classes have the proper tools, technology, teaching materials, and facilities
Set up meetings and classrooms including equipment, A/V, tables, chairs
Support classroom and operational needs
Maintain Center websites including reviews; daily, weekly and semester schedules; and emergency preparedness information
Create promotional materials including flyers, pamphlets, and brochures
Copy and distribute information including promotional materials, tests, evaluations and notes
Create and distribute facility satisfaction surveys
Gather survey data for analysis
Review and analyze operational procedures, provide detailed reports, and make process improvement recommendations
Plan and update events, meetings, and classroom activities using scheduling software
Communicate changes to events, meeting and classroom activities
Maintain supply inventory for office and classrooms
Other administrative duties as assigned
Minimum Qualifications
Such training as may have been gained through 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
Associates degree or higher
Experience in an administrative or receptionist role
Customer service experience
Experience in higher education and/ or student support
Excellent written communication skills
Special Instructions
Salary and benefits are dictated by the American Federation of State, County and Municipal Employees (AFSCME) collective bargaining agreement.
Candidates should apply online at https://www.schooljobs.com/careers/wcupa. A cover letter, resume, and contact information for three professional references are required for consideration. Incomplete applications will not be reviewed.
Review of applications will begin immediately and continue until the position is filled.
Applicants must successfully complete the interview process to be considered as a finalist. All offers of employment are subject to and contingent upon satisfactory completion of all pre-employment background checks.
Developing and sustaining a diverse faculty and staff advances West Chester University's educational mission. West Chester University is an Affirmative Action -- Equal Opportunity Employer.
