25-55 Administrative Assistant (AA1) - The Graduate Center - West Chester University : Job Details

Salary: $47,766.00 Annually Location : 1160 McDermott Dr. West Chester, PA Job Type: Regular / Full-Time Job Number: 25-55 Department: College of Education & Social Work Opening Date: 10/30/2024 Position Summary Join a vibrant campus community whose excellence is reflected in its diversity and student success. West Chester University of Pennsylvania's College of Education and Social Work (CESW) invites applicants for the position of Administrative Assistant (AA1). The Administrative Assistant works from The Graduate Center located in the Greenhill Corporate Park, near the intersections of Boot Road and Route 202, Monday through Friday from 8:30 AM to 5:00 PM. The ability to travel as needed to the West Chester University main campus is required. 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 Administrative Assistant provides support to the faculty, staff, and students in the Counselor Education Department and the Educational Leadership and Higher Education Administration Department at the Graduate Center. As a key team contributor, the Administrative Assistant liaises between the departments and internal and external constituencies in support of the Department Chairpersons, Assistant Chairpersons, Graduate Coordinators, Assessment Coordinators, and Director of Field Experiences. This position is a highly confidential assignment requiring the utmost respect and privacy. The ideal candidate will be able to manage the administrative functions of multiple departments by understanding the unique needs and systems of each; create systems to facilitate administrative functions quickly and effectively; collaborate with stakeholders and support systems across campus to address the needs of the departments; work independently to seek solutions as issues arise; be proactive in seeking support and completing tasks, and 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
• Maintain electronic files, record-keeping procedures, and spreadsheets
• Maintain department D2L sites
• Maintain academic master schedules, build courses, assign classrooms and faculty and issue student permissions in MyWCU, RamPortal, and other student information systems
• Assist in the review and updating of department websites
• Prepare and maintain confidential files for faculty, staff, and students
• Take minutes at meetings and distribute
• Support new faculty, staff and graduate assistant hiring and onboarding processes
• Support the faculty evaluation process
• Review and distribute department communications, marketing materials, newsletters, and websites
• Support meetings and special events including reserving spaces, ordering food, and preparing communications to encourage participation
• Process purchase orders, requisitions, and budget transfers
• Monitor budgets
• Reconcile purchasing card statements monthly
• Process expense requests and reimbursements
• Coordinate travel and process travel requests and payment vouchers
• Process department work orders and equipment maintenance
• Oversee office supply inventory and ordering
• Other 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
• Excellent written communication skills
• Experience managing calendars and scheduling meetings
• Experience in higher education and/or student support
• Experience with student information systems and document management systems used in higher education including D2L, Peoplesoft, Qualtrics, Banner and Adobe

Special Instructions Ask about opportunities to work from home and alternate schedules. Candidates should apply online at Application materials must include a resume, cover letter and three professional references (all required for consideration). 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. 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. WCU proudly offers comprehensive employee benefits including health, vision, and dental insurance, generous retirement plans, many wellness programs, a tuition waiver for self and family members, and training, development and advancement opportunities.

• On the first working day, new employees are eligible to enroll in medical benefit plans and can choose between two PPO plans or an HMO plan.

• Supplemental dental, vision, hearing and prescription coverage is also offered to employees.
• The Get Healthy Wellness program rewards participants with reduced health care premiums and provides tools and resources to maintain good health.
• Flexible spending accounts allow employees to withhold income from their paychecks before taxes for reimbursement of approved medical and dependent care expenses.
• A University mission to support employee personal and professional growth.
• PASSHE tuition waiver lowers the cost of college expenses.
• Leave and time-off benefits include generous paid vacation, paid sick time, military leave and paid time off for most major holidays.
• Choice of two group retirement plans with generous employer contributions.
• Voluntary retirement plans offer two additional options to save and invest money for retirement and are available to all employees upon their date of hire.
• Group life insurance is provided at no cost to all permanent employees.
• Voluntary long-term disability insurance (LTD) and voluntary group life and personal accident insurance (VGLIP/AD&D) are available to employees.
• State Employee Assistance Program (SEAP) provides a wide range of free services including counseling, legal, and financial services.

The employee group for this position is American Federation of State, County, and Municipal Employees (AFSCME). For additional benefit details please see the PASSHE EMPLOYEE BENEFITS PAGE . Theinformation is provided for general purposes only. Legal Plan Documents will govern any discrepancies that may arise. Benefits, benefit levels, and eligibility rules are subject to change. The benefits described are available to most employees; however, certain eligibility requirements must be met.