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 Health Sciences team invites applicants for the position of Administrative Support Specialist. 

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.

This position is responsible for the coordination and delivery of a full range of administrative services to the department chair and faculty in the Department of Health and to the Dean for the College of Health Sciences.  

The ideal candidate values teamwork and collaboration and will demonstrate excellent customer service skills; the ability to manage multiple priorities; and the ability to communicate effectively across a diverse population.

RESPONSIBILITES INCLUDE:

• Serving as initial contact and central resource person for the Department which includes answering department telephone, receiving and directing visitors, distributing messages to faculty and students, and distribution of mail for the department.
• Providing clerical support and facilitating daily office operations for the department chair, regular and temporary faculty.
• Assisting undergraduate and graduate students by providing general information, direction, and serving as a student/faculty liaison.
• Managing room bookings, work orders for moving requests and custodial requests and travel arrangements.
• Assisting department chair in the coordination of the annual Department retreat.
• Attending department faculty meetings and recording/transcribing minutes.
• Employing multiple software applications: Microsoft Outlook, Word, Excel, Power Point, People Soft, Contribute, SAP, 25Live, and others as warranted.
• Supporting faculty in data capture and maintain programmatic databases associated with advising, assessment and accreditation.
• Inputting the master schedule for undergraduate and graduate courses.
• Assisting the department chair with department budget.
• Managing student records and enrollment.
• Assisting chair and faculty with preparation of faculty evaluations.
• Coordinating workflow for graduate assistants and work study students.
• Attending relevant technology workshops and training sessions.
• Supporting faculty searches, making reservations, and scheduling transportation.
• Maintaining informational bulletin boards throughout the building.
• Serving as timekeeper and submitting timesheets for the department.
• Maintaining office files, unofficial personnel records for faculty, student records, assessment plans, accreditation documents, hiring papers and all other official Departmental correspondence.
• Working with the department chair regarding first-year scheduling, creating the first-semester academic schedules for new freshmen over the summer.
• Preparing materials for student recruitment and retention events.
• Updating faculty advising list and assign advisees as instructed.
• Updating program materials, website, and other media as needed.

Minimum Qualifications

• Six months as a Clerk 1 and educational development to the level of the eighth grade
                         OR
• Completion of a high school business curriculum
                         OR
• Any equivalent experience and/or training which provided the required knowledge and abilities.
• Demonstrated proficiency in the use of Microsoft Office Suite including Outlook, Word, and Excel.

Required knowledge, skills, and abilities:

• Proficiency in standard office procedures and practices.
• Attention to detail and accuracy.
• Excellent oral and written communication skills
• Ability to independently prioritize task completion and to adapt to changes in priorities or turn around as needed.
• Ability to compose straightforward, informational correspondence and to carefully proofread one’s own and other’s written materials.
• Strong organizational skills including creating and maintaining logical organization of electronic files and folders.
• Ability to understand and follow oral and written instructions and to maintain accurate records/notes.
• A willingness and ability to maintain confidentiality and follow all university requirements with respect to the handling of confidential student and personnel information is essential.
• Maintain a professional demeanor and good working relationships with all department staff, students, and visitors.

Preferred Qualifications

• An associate degree or higher.
• Customer service experience.
• Experience in a fast-paced office environment.
• Experience with higher education systems such as PeopleSoft, SAP, and BI.

Special Instructions

Candidates should apply online at https://www.schooljobs.com/careers/wcupa. Application allows for cover letter, resume and three references with contact information (All required for consideration).
   
Applicants must successfully complete the interview process to be considered as a finalist.
 
Developing and sustaining a diverse faculty and staff advances WCU’s educational mission and strategic Plan for Excellence. West Chester University is an Affirmative Action/Equal Opportunity Employer. Women, minorities, veterans, and persons with disabilities are encouraged to apply.
   
All offers of employment are subject to and contingent upon satisfactory completion of all pre-employment background checks.