Administrative Assistant to the Associate Dean

4 weeks ago

West Chester, Pennsylvania, United States West Chester University of Pennsylvania Full time

Administrative Assistant to the Associate Dean (AA1)-College of the Sciences & Mathematics

Salary
$46,827.00 Annually

Location
West Chester University, PA

Job Type
Regular / Full-Time

Job Number
24-119

Department
College of Sciences & Mathematics

Division
Dean's Office

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 the Sciences and Mathematics (CSM) invites applications for the position of Administrative Assistant to the Associate Dean (AA1).

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 College of the Sciences and Mathematics prepares students to be informed citizens and successful professionals, through academic programs and co-curricular experiences in the computational, mathematical, natural, and social sciences, as well as engineering. The College is comprised of the departments of Anthropology and Sociology, Biology, Biomedical Engineering, Chemistry, Computer Science, Geology and Astronomy, Mathematics, Physics and Engineering, Political Science, and Psychology and the Pre-Med and PPD programs.

Reporting to the Associate Dean, the Administrative Assistant serves as the main contact between the CSM and internal and external constituencies and fulfills a variety of administrative duties in direct support of the Associate Dean. This position establishes and maintains cooperative working relationships with ten departments, multiple programs, and a wide range of university offices that interact with the Associate Dean's office. 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 CSM constituents and that college goals are achieved. This position is a highly confidential assignment requiring the utmost respect and privacy.

The ideal candidate will demonstrate excellent customer service skills; the ability to work independently and manage multiple priorities in a fast-paced and high-volume environment; extensive experience with Microsoft Office Suite; the ability to communicate effectively across a diverse campus population of faculty, staff and students; and experience in higher education and student support.

Responsibilities include:

Screen and prioritize the Associate Dean's phone calls, emails, visitors, and requests for meetings
Maintain and update the Associate Dean's electronic calendar
Coordinate many complex group meetings with faculty, administrators, and professionals from outside the University, often requiring extensive coordination and rescheduling
Prepare materials for the Associate Dean as needed
Prepare letters, memoranda, minutes, agendas, reports, and proposals
Design and format documents including pamphlets, posters, reports, charts, and surveys
Coordinate and disperse communication materials from the Associate Dean's office
Manage CSM files on document management systems including SharePoint and Teams
Oversee the CSM Student Ambassador program including supporting recruitment and hiring, supervision of ambassador activities, and coordinating meetings
Coordinate with CSM Associate and Assistant Deans on internal and external grants including their cycles, budgets, and scheduling processes
Serve as a resource for all members of the College of the Sciences and Mathematics—especially department chairpersons and program directors on policies, procedures, and paperwork related to grants and other associated activities
Routinely update and inform Department Chairs/Program Directors and the Associate Dean of deadlines by maintaining accurate records and timelines
Collaborate with Associate Dean and campus partners to support enrollment needs
Work with IT to keep CSM website accurate and up to date
Communicate with college faculty about their scholarly work and promote updates on various platforms including the website, Instagram, and LinkedIn
Complete other special projects as needed
Minimum Qualifications
Such training 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:

Associate Degree or higher preferred
Some knowledge of the principles and practices of public 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
Demonstrated ability to handle sensitive issues and correspondence with confidentiality and discretion
Ability to comprehend and apply office procedures
Attention to detail and accuracy
Excellent oral and written communications, including the ability to compose straightforward, informational correspondence
Strong organizational skills including creating, organizing, and maintaining electronic files and folders
Demonstrated ability to handle sensitive issues, maintain confidentiality, and follow requirements with respect to the handling of confidential information

Preferred Qualifications
Experience in an administrative or receptionist role
Experience in higher education or student support
Customer service experience
Demonstrated experience utilizing Microsoft Office Suite to create complex reports and presentations
Excellent written communication skills
Experience handling confidential information
Experience with higher education systems such as Banner, SAS, Peoplesoft, Nuventiv (TracDat), D2L, and OnBase
Experience with grant management systems including InfoReady
Special Instructions
Review of applications will begin immediately and continue until the position is filled.

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