Administrative Assistant

2 weeks ago

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

24-118 Administrative Assistant (AA1 ) - The Center for Trans and Queer Advocacy (CTQA) ODEI

Salary
$46,827.00 Annually

Location
West Chester University, PA

Job Type
Regular / Full-Time

Job Number
24-118

Department
Office for Diversity, Equity, and Inclusion (ODEI)

Division
Center for Trans and Queer Advocacy

Position Summary
Join a vibrant campus community whose excellence is reflected in its diversity and student success. West Chester University of Pennsylvania's Office for Diversity, Equity and Inclusion invites applicants for the position Administrative Assistant (AA1) for The Center for Trans and Queer Advocacy.

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 has received the Higher Education Excellence in Diversity (HEED) Award from INSIGHT into Diversity magazine for the last four consecutive years.

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 Division for Diversity, Equity and Inclusion provides leadership and expertise to West Chester University to advance its commitment to the principles of inclusivity, service, and academic excellence. The Division for DEI is comprised of four campus community centers, as well as the Office for DEI and the Frederick Douglass Institute. Through programmatic and educational initiatives, collaborative partnerships, and outreach we cultivate an environment that welcomes all. As part of the division, CTQA works collectively to create an environment where trans and queer people feel supported and validated through visibility, outreach, programming, trainings and and community building.

Reporting to the Director of the CTQA, the Administrative Assistant works collaboratively to support the mission of the center; provides administrative and budget support; welcomes students, community members and alumni; and helps with the day-to-day operations of the office. This position is a highly confidential assignment requiring the utmost respect and privacy.

The ideal candidate will demonstrate experience in an administrative or receptionist role; knowledge and understanding of lesbian, gay, bisexual, non-binary, transgender, queer, questioning, intersex, asexual content; demonstrated experience working with people with marginalized genders and sexualities; higher education or student support experience; strong organizational skills; and the ability to manage multiple priorities in a fast-paced environment.

Responsibilities include:

Receive and announce visitors
Answer incoming calls
Support student and parent information requests
Maintain department email accounts and respond to routine inquiries
Coordinate and organize meetings
Manage room reservations
Update University calendars to reflect the CTQA events and programs
Support the hiring and onboarding process for student and staff employees
Train and supervise student staff
Process bi-weekly payroll for student staff
Prepare agenda and minutes for meetings as requested
Maintain department office files and contracts
Assist with the development and distribution of communications products including the CTQA electronic newsletter and social media updates
Maintain department website, bulletin boards, and signage
Process and assist with purchasing requests, purchasing reimbursements, and travel reimbursements
Report maintenance and custodial issues to the Building Administrator
Assist with submission, monitoring, and processing of all required purchasing requisitions and budget transfers
Participate in annual staff training
Support the CTQA at tabling events and information session
Maintain media equipment library within the CTQA
Maintain department copier, printers, and supply cabinet
Oversee office supply inventory and ordering
Perform other related duties as assigned
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
Higher education or student support experience
Experience providing services to the LGBTQA community
Experience supervising student staff
Excellent written communication skills
Experience with accounting software such as SAP and BI (Business Intelligence)
Budget support experience
Special Instructions
Review of applications will begin immediately and continue until the position is filled.

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