Join a vibrant campus community whose excellence is reflected in its diversity and student success. West Chester University of Pennsylvania’s College of Education and Social Work, Department of Secondary Education invites applicants for the position of Office Assistant.

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, generous retirement plans, 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.

The College of Education and Social Work prepares highly skilled and ethical professionals to become fair-minded critical thinkers and change agents who act with integrity in the pursuit of knowledge and strive for excellence within their professions. The CESW fosters a culture of reflection, evidenced-based practices, intellectual discourse, and respect for human diversity.

The Office Assistant is responsible for the coordination and delivery of a full range of administrative services to the department chair and faculty for the Department of Secondary Education undergraduate and graduate programs. The Office Assistant works to ensure excellent service is provided to constituents including students, faculty and staff; and that college goals are achieved. This position is a highly confidential assignment requiring the utmost respect and privacy.

The ideal candidate will demonstrate excellent customer service skills; the ability to work independently and manage multiple priorities in a fast-paced and high-volume environment; demonstrated Microsoft Office Suite experience (Excel, Word and Outlook); the ability to communicate effectively across a diverse population; and experience in higher education and student support.

Responsibilities include:

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  Serve as first point of contact for students, faculty, parents, and visitors to the department
• Answer incoming calls
• Maintain department email accounts and respond to routine inquiries
• Maintain department calendars
• Provide general information for students
• Assist students and faculty with general academic policies and procedures
• Maintain electronic files, record-keeping procedures, and spreadsheets
• Coordinate and reschedule meetings with faculty, administrators, and professionals from outside the University
• Prepare meeting agendas and take meeting minutes
• Manage college documents using multiple systems including SharePoint, OnBase, OneDrive and Trac Dat
• Perform data entry using multiple systems including Microsoft Office
• Prepare a variety of communication including letters, memoranda and drafts
• Communicate with faculty, department chairs, associate deans, and deans, and other University offices
• Compile, record, and route routine fund transfers and expense requests
• Attend regular meetings with administrative assistants from college deans' and other university offices
• Prepare and maintain confidential files for faculty, staff, and students
• Assist in oversight of department website
• Assist in collection, collation, and dissemination of department accreditation data and reports
• Monitor class size and maintains balance across sections
• Input courses into PeopleSoft
• Input schedule changes and room requests
• Assign faculty advisors to incoming students
• Coordinate all paperwork related to departmental hiring
• Assist new faculty and staff
• Assist faculty, staff, students, alumni and guests with the submission of expense reimbursements
• Assist with processing of work orders and equipment maintenance
• Manage submission, monitor, and process of all required purchasing requisitions
• Support budget and other necessary paperwork pertaining to purchasing (SAP)
• Update monthly faculty development expenditures report
• Update budget and monthly purchase reports
• Monitor department cost centers
• Order and maintain office supplies
• Perform other related duties as assigned

• 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

• 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

• Customer service experience
• Student support experience
• Experience in a fast-paced office environment
• Experience with higher education systems such as PeopleSoft, SAP, BI, D2L, OnBase

Ask about the opportunity to work from home and alternate work schedules.

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.