24-136- Administrative Assistant

2 weeks ago

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

**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 Arts and Humanities invites applicants for the position of Administrative Assistant (AA1) for the Departments of History and Women’s & Gender Studies.

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.

As a key team contributor, the Administrative Assistant coordinates and delivers a full range of administrative and office management services to the Chairpersons and 22 faculty members of both the Department of History and the Department of Women’s & Gender Studies; works to ensure excellent service is provided to constituents including students, faculty and staff; and supervises student employees. This position is a highly confidential assignment requiring the utmost respect and privacy.

**Responsibilities include**:

- Serve as first point of contact for students, faculty, parents, and visitors
- Receive and announce visitors
- Answer incoming calls and respond to routine inquiries
- Assists students and faculty with scheduling issues
- Create and analyze reports including class roster counts, department major and minor lists, graduation clearances, and adjunct faculty scheduling
- Assist with scheduling and room assignments, course permissions, enrollment caps, overloads, and courses requiring special enrollment
- Collaborate with department Chairs to proofread master course schedule and determine correct faculty workloads
- Prepare departmental and University forms and follow through to completion
- Provide administrative support for the faculty search and hiring processes
- Manage all aspects of faculty office assignments and set-up
- Help to onboard faculty and monitor startup funds
- Track and review department expenditures monthly for accuracy
- Process budget and expense transfers as needed
- Support departmental events
- Schedule, supervise and process payroll for student employees
- Oversee Student Awards and Scholarship fund allocation
- Maintain department paper and electronic office files
- Assist to maintain department websites as needed
- Maintain and update department SharePoint sites including meeting minutes
- Process and maintain faculty travel records
- Process and assist with faculty purchasing requests and reimbursements
- Administer multiple department purchase cards including reconciliation of monthly statements and transfer of funds
- Process department work orders and equipment maintenance
- Assist with submission, monitoring, and processing of all required purchasing requisitions and budget transfers
- Maintain department mailroom, copier, printers, fax machine 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
- 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 Qualificatio

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