Administrative Assistant

1 month ago

Chester, United States Widener Full time

Widener University's School of Engineering is seeking a high-performing, experienced Administrative Assistant to provide top-tier administrative support to the Dean and the School of Engineering. The ideal candidate is a highly organized, professional, and proactive individual capable of handling complex, confidential tasks and advancing the strategic vision of the School of Engineering. The role requires independent judgment, discretion, and the ability to navigate various executive, organizational, and operational needs.

DUTIES AND RESPONSIBILITIES (including, but not limited to):

Essential duties:

  • Provide executive-level administrative support to the Dean, Associate Dean, and various School of Engineering committees, ensuring seamless organization of meetings, events, and logistics (including space, technology, and catering).
  • Manage the Dean's Office calendar, including scheduling school-wide events, overseeing communications, and coordinating promotional efforts.
  • Manage the Dean's calendar, including scheduling meetings, travel, and engagement with faculty and students.
  • Serve as the primary point of contact for calls, emails, visitors, vendors, and correspondence, ensuring that the office operates smoothly and efficiently.
  • Compile, edit, and produce high-quality memos, reports, letters, and other documents, coordinating communications with university and external stakeholders.
  • Assist in the processing of contracts, purchase requisitions, invoices, and expense reports.
  • Assist with budget management for the School of Engineering, working closely with the Dean and program directors.

Secondary responsibilities:

  • Maintain confidential records and handle sensitive information within the Academic Affairs office, ensuring data integrity and privacy.
  • Support the planning and execution of the School of Engineering's major events and various recruitment activities.
  • Serve on campus committees as needed to represent the Dean's Office and contribute to strategic initiatives.

MINIMUM QUALIFICATIONS (education/training and experience required):

Required:

  • A minimum of five (5) years of executive or administrative support experience, preferably in higher education.
  • Exceptional organizational skills with the ability to manage multiple projects under tight deadlines, while maintaining flexibility.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and a strong capacity to learn other university-related software.
  • Outstanding communication skills, with the ability to write and edit professional memoranda, reports, and presentations.
  • Strong attention to detail and a demonstrated ability to handle confidential information with discretion.
  • Knowledge of basic marketing and event promotion skills (preferred).
  • Excellent interpersonal skills, including the ability to handle complex situations, work under pressure, and interact tactfully with faculty, staff, students, and external partners.
  • A proactive, self-motivated mindset with a commitment to supporting the School's mission and enhancing the administrative function of the Dean's Office.

Preferred:

  • Bachelor's degree in business administration, communications, or a related field from an accredited institution (preferred).

PHYSICAL REQUIREMENTS AND/OR UNUSUAL HOURS:

  • Ability to walk around Kirkbride Hall to support campus events and outreach activities
  • Ability to work weekends and evenings in support of outreach activities

All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, religion, color, national origin, age, sex, sexual orientation, disability status, or any other characteristic protected by applicable law. Widener University is committed to fostering an inclusive community in which faculty, staff, and students from a variety of backgrounds, cultures, and personal experiences are welcomed and can thrive. We are an equal opportunity employer and are committed to providing equal educational and employment opportunities for all persons without regard to age, color, national origin, race, religion, disability, veteran status, sex, sexual orientation, gender identity, genetic information, or status as a protected veteran.

Some positions may be eligible for a hybrid or remote work arrangement that may include a partially or fully remote work location, consistent with Widener's Flexible Work policy. U.S. work authorization is required.

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 and Wilmington, DE, with Law Schools located in both Harrisburg and Wilmington. For more information about the university, please visit our website at www.widener.edu.

EOE M/F/V/D

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