Administrative Support Specialist, Office of

6 days ago

Chester, United States Widener University Full time

**Job no**: 493167

**Work type**: Full-time (hourly)

**Location**: Chester

**Categories**: Staff

Widener University’s newly-created Office of Student and Campus Services is seeking an Administrative Support Specialist. The role encompasses a diverse array of responsibilities aimed at maintaining operational efficiency and fostering a sense of belonging. Reporting to the Associate Vice President of Student and Campus Services, the role will provide support to various departments within the unit including the Director of Campus Safety, Director of Auxiliary Services, and Assistant Director of Emergency Management but may include providing administrative support to members of the teams.

This position supports operates in person, within an office environment, from 8:30 AM to 4:30 PM.

**DUTIES AND RESPONSIBILITIES **_(including, but not limited to)_**:
**Essential duties**:

- Responsible for own work; involves the ability to multi-task, problem-solve, prepare correspondence, and maintain databases.
- Maintain and update filing systems, both electronic and physical.
- Schedule meetings via outlook calendar
- Coordinate planning and organizing events or promotions related to dining and retail services.
- Communicate effectively with vendors, suppliers, and other external partners while maintain strong professional relationships.
- Order office and employee breakroom supplies.
- Design and create visually engaging displays for hallway bulletin board to promote community engagement and belonging.
- Schedule and coordinate meetings, conferences, and other events. This may involve booking venues, arranging catering, and preparing materials.
- Serve as point of contact for vendors, local community and city officials.
- Process invoices, expense reports, and all accounts payable processing
- Organize and manage all departmental files, encompassing state and federal uniform crime reports (Clery Act), field reports, and timely warnings for the Office of Campus Safety.
- Serve as point of contact for special parking requests for all campus events.
- Serve as the first point of contact for law enforcement administration and emergency management personnel.
- Serve as point of contact for inquiries related to dining, bookstore, and vending services.
- Coordinate with dining, bookstore, and vending staff to ensure smooth operations.
- Coordinate travel arrangements and accommodations for staff as necessary
- Coordinate emergency response and main dispatch backup support

**Secondary responsibilities**:

- Coordinate room reservations, catering, meeting times and training schedule as needed.
- Assist with special events, while promoting community engagement and belonging.
- Manage crisis response call center when mobilized during emergencies.
- Performs other job-related duties as assigned or directed.

**MINIMUM QUALIFICATIONS **_(education/training and experience required)_:
**Required**:

- High school diploma or equivalent.
- 2+ years of administrative or secretarial experience in a busy office supporting multiple people.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook).
- Demonstrated experience in expense tracking and budget controls.
- Ability to handle confidential information with discretion and integrity.
- Demonstrated ability to interact professionally with the public.
- Ability to perform basic arithmetic functions.
- Ability to proofread documents meticulously, identifying and correcting errors in grammar, punctuation, spelling, and formatting.
- Superior interpersonal skills and communication skills and ability to interact with complex and diverse persons.
- Able to take direction from multiple people and work with mínimal supervision.

**Preferred**:

- Bachelor’s degree from an accredited college or university, or a combination of academic qualifications and practical experience.
- Secretarial experience in a higher education, auxiliary services, or campus/public safety environment.
- Certified Notary
- Strong social media skills, including but not limited to, marketing and promoting departmental events.
- Managing file systems in Microsoft OneDrive
- Experience using Colleague enterprise system

**PHYSICAL REQUIREMENTS AND/OR UNUSUAL HOURS**:

- Ability to work behind a computer for long periods, have basic manual dexterity, lift less than 25 lbs, and be mobile between workstation and numerous campus buildings. Involves routine standing, walking, and climbing stairs and occasional bending, stooping and/or kneeling.
- Evening/weekend hours may be occasionally required to attend and assist in the execution of key events.

Widener University, an independent, metropolitan, doctoral-intensive university, connects curricula to social issues through civic engagement. Dynamic teaching, active scholarship, personal attention and experiential learning are key components of the Widener Experience. Located in Chester, PA, Widener's main campus is nestled between Philadelphia, PA a

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