26-70 Administrative Assistant for Student Services – Philadelphia Campus

Position Summary

Join a vibrant campus community whose excellence is reflected in its diversity and student success. West Chester University of Pennsylvania’s Philadelphia campus located at 701 Market Street invites applicants for the position of Administrative Assistant for Student Services. 

The hours for this position are Monday through Thursday, 11 am to 7:30 pm and Friday 9 am to 5 pm.

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. West Chester University in Philadelphia offers the same top-ranked, accredited degree programs that are available on the main campus. 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 contributor, the Administrative Assistant for Student Services provides support for the Philadelphia campus students, faculty, and staff including project support for the Center Operations Manager, Associate Director of Student Services, and Associate Director of Student Success. As the first point of contact the Administrative Assistant establishes and maintains cooperative working relationships with internal and external campus partners; maintains an in-depth understanding of policies and procedures; serves as a resource for inquiries; maintains databases  and reports; helps to develop and manage communications; and works to ensure excellent service is provided to all constituents. 

The ideal candidate will demonstrate excellent customer service and written communication skills; the ability to work independently to manage multiple priorities in a fast-paced and high-volume environment; experience using Microsoft Office Suite to manage calendars, develop reports and monitor data, and create presentations ; experience working in higher education and student support; and the ability to professionally communicate and collaborate with students, faculty, staff and other campus partners.

Responsibilities include:

• Greet and assist visitors 
• Answer incoming calls 
• Maintain email accounts and respond to general inquiries
• Provide support to students by answering questions and offering resources to meet student needs
• Provide administrative and project support to Center Operations Manager, Associate Director of Student Services, and Associate Director of Student Success
• Provide support to faculty by ensuring that classes have the proper tools, technology, teaching materials, and facilities
• Set up meetings and classrooms including equipment, A/V, tables, chairs
• Support classroom and operational needs
• Maintain Center websites including reviews; daily, weekly and semester schedules; and emergency preparedness information
• Create promotional materials including flyers, pamphlets, and brochures
• Copy and distribute information including promotional materials, tests, evaluations and notes 
• Create and distribute facility satisfaction surveys 
• Gather survey data for analysis  
• Review and analyze operational procedures, provide detailed reports, and make process improvement recommendations
• Plan and update events, meetings, and classroom activities using scheduling software 
• Communicate changes to events, meeting and classroom activities
• Maintain supply inventory for office and classrooms
• Other administrative duties as assigned

Minimum Qualifications

• Such training as 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: 

• Some knowledge of the principles and practices of public administration
• Some knowledge of the principles of governmental accounting, statistics, and public personnel 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
• Ability to conduct studies and analyze contributing to the development of sound operational procedures
• Ability to speak and write effectively
• Ability to establish and maintain effective working relationships with administrative officials, other employees, and the general public

Preferred Qualifications

• Associates degree or higher 
• Experience in an administrative or receptionist role
• Customer service experience
• Experience in higher education and/ or student support
• Excellent written communication skills

Special Instructions

Salary and benefits are dictated by the American Federation of State, County and Municipal Employees (AFSCME) collective bargaining agreement.  

Candidates should apply online at https://www.schooljobs.com/careers/wcupa. A cover letter, resume, and contact information for three professional references are required for consideration. Incomplete applications will not be reviewed.

Review of applications will begin immediately and continue until the position is filled. 

Applicants must successfully complete the interview process to be considered as a finalist. All offers of employment are subject to and contingent upon satisfactory completion of all pre-employment background checks.

Developing and sustaining a diverse faculty and staff advances West Chester University’s educational mission. West Chester University is an Affirmative Action – Equal Opportunity Employer.