25-72 Administrative Assistant (AA1) Office of Research & Sponsored Programs - Academic Affairs - West Chester University : Job Details

Salary: $47,766.00 AnnuallyLocation : West Chester University, PAJob Type: Regular / Full-TimeJob Number: 25-72Department: Academic AffairsDivision: Research and Sponsored ProgramsOpening Date: 12/11/2024Position Summary Join a vibrant campus community whose excellence is reflected in its diversity and student success. West Chester University of Pennsylvania's Office of Research and Sponsored Program invites applications for the position of Administrative Assistant.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.Office of Research and Sponsored Programs promotes, safeguards, and facilitates the research environment at West Chester University by enhancing the university's ability to provide opportunities for researchers to engage in sponsored projects that increase innovative thinking, improve compliance, and increase student access to participate in high-impact practices.Reporting to the Associate Provost for Research and Creative Activity (APRCA), the Administrative Assistant provides administrative support to the APRCA to support the Office of Research and Sponsored Programs (ORSP). The ideal candidate values teamwork and will demonstrate strong organization skills to manage multiple priorities in a fast-paced office environment; experience utilizing Microsoft Office Suite to manage calendars, reports, and presentations; managing budgets; planning events; and the ability to communicate effectively with a diverse campus community including students, faculty, staff and other stakeholders.Responsibilities include:

• Maintain department email accounts and respond to routine inquiries
• Coordinate, monitor and maintain shared department calendars
• Coordinate event logistics including location, food, room set-up, and materials for events with students, faculty, staff, administrators, and external campus partners
• Manage the electronic approval process for the Institutional Review Board using the Cayuse platform
• Provide administrative support to five ORSP committees
• Support research opportunity management including sharing calls for proposals, monitoring responses, and communicating with stakeholders
• Take minutes for IRB and weekly staff meetings
• Monitor eight cost-center budgets
• Provide budget summaries and reporting; review past year expenditures to predict and allocate for following AY
• Manage award funds for internal grants and student research opportunities
• Serve as the point of contact for submitting and filing invoices
• Submit all payments for subscriptions and memberships
• Submit paperwork for GAs
• 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
• 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 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, Excel and TEAMS

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
• Excellent written communication skills
• Demonstrated experience utilizing Microsoft Office Suite to manage calendars, reports, and presentations
• Experience supporting budget management
• Experience in event management
• Experience with Zoom, Cayuse, Handshake, E-time, 25-Live
• Experience with higher education systems such as Source Point, SAP and BI

Special Instructions Salary and benefits are dictated by the American Federation of State, County, and Municipal Employees (AFSCME) Collective Bargaining Agreement.Ask about opportunities to work from home (one day per week) and alternate (winter and summer) 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.01 My level of experience in an administrative or a receptionist role is:

• Very experienced
• Some experience
• No experience

02 My level of experience utilizing Microsoft Office Suite to manage calendars is:

• Very experienced
• Some experience
• No experience

03 My level of experience supporting budget management including reporting, invoicing, and reimbursements is:

• Very experienced
• Some experience
• No experience

04 My level of experience supporting event logistics including location, food, set-up, and event materials is:

• Very experienced
• Some experience
• No experience

Required Question