26-50 Administrative Assistant to the Associate Dean (AA1) - College of the Sciences and Mathematics bei West Chester University, PA

About the Department

Join a vibrant campus community whose excellence is reflected in its diversity and student success. West Chester University of Pennsylvania’s College of the Sciences and Mathematics (CSM) invites applications for the position of Administrative Assistant to the Associate Dean (AA1).
 
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.
 
The College of the Sciences and Mathematics (CSM) prepares students to be informed citizens and successful professionals, through academic programs and co-curricular experiences in the computational, mathematical, natural, and social sciences, as well as engineering. The College is comprised of ten departments which include Anthropology and Sociology, Biology, Biomedical Engineering, Chemistry, Computer Science, Earth and Space Sciences, Mathematics, Physics and Engineering, Political Science, and Psychology. In addition, the Pre-Medical and Pharmaceutical Product Development (PPD) are part of the CSM.

As a key contributor, the Administrative Assistant provides support for the Associate Dean and serves a liaison for the CSM by establishing and maintaining cooperative working relationships with ten departments, multiple programs, university offices, and external campus partners. This position maintains an in-depth understanding of policies and procedures; serves as a resource for inquiries; creates and maintains databases; makes process improvement suggestions for procedures and reporting; helps to develop and manage communications; assists with priority setting; and works to ensure excellent service is provided to all constituents. This position represents the College with respect, sensitivity, and confidentiality.

The ideal candidate will demonstrate excellent customer service 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:

• Manage the Associate Dean's calls, emails, visitors, and meeting requests
• Maintain the Associate Dean's Outlook calendar 
• Coordinate complex meetings with faculty, administrators, and other professionals from outside the University
• Support meetings, orientations, retreats, events, and special projects including room reservations, catering, and document preparation
• Prepare materials for the Associate Dean 
• Prepare letters, memoranda, minutes, agendas, reports, and proposals
• Design and format documents including pamphlets, posters, reports, charts, and surveys
• Coordinate and distribute communication materials from the Associate Dean's office
• Manage CSM files using document management systems including SharePoint and Teams
• Oversee the CSM Student Ambassador program including recruitment and hiring support, supervision of ambassador activities, and meeting coordination
• Coordinate with CSM Associate and Assistant Deans to manage grant cycles, budgets, and scheduling processes
• Serve as a resource on policies, procedures, and paperwork related to grants and other associated activities for the CSM, department chairpersons, and program directors
• Monitor and maintain accurate records and timelines to routinely update department chairpersons, program directors, and the Associate Dean of upcoming deadlines
• Collaborate with Associate Dean and campus partners to support enrollment needs 
• Work with IS&T to keep CSM website accurate and up to date 
• Communicate with college faculty about their scholarly work and promote on various platforms including the website, Instagram, and LinkedIn
• Other administrative duties as assigned

Position Duties

• 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

Minimum Qualifications

• Associates degree or higher 
• Experience in an administrative or receptionist role
• Experience managing Outlook calendars and scheduling meetings
• Experience utilizing Microsoft Office Suite to create reports and presentations
• Experience in higher education and/ or student support
• Experience with student information systems and document management systems used in higher education
• Experience managing and updating websites and social media pages

Other Qualifications

Candidates should apply online at https://www.schooljobs.com/careers/wcupa. A cover letter, resume, and three professional references with contact information including position title, phone number, and email address are required. 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 advance West Chester University’s educational mission. West Chester University is an Affirmative Action – Equal Opportunity Employer.