Salary: $37,555.00 AnnuallyLocation : West Chester University, PAJob Type: Regular / Full-TimeJob Number: 25-56Department: Student AffairsDivision: Office of Fraternity and Sorority LifeOpening Date: 12/16/2024Position Summary Join a vibrant campus community whose excellence is reflected in its diversity and student success. West Chester University of Pennsylvania's Offices of Student Leadership & Involvement and Fraternity & Sorority Life invite 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 Office of Student Leadership and Involvement is the official umbrella office of all recognized undergraduate student organizations and provides WCU students with transformative learning opportunities that prepare them to be active global citizens through involvement in student organizations, intentional programming, and interpersonal interactions. As part of this organization, the Office of Fraternity and Sorority Life provides leadership and support 28 fraternity and sorority organizations across four councils and strives to create a community where WCU organizations and their members are living in alignment with their values, building belonging, cultivating a community of care, and supporting individual student success. As a key contributor to both offices, the Office Assistant is the first point of contact coordinating the flow of information and visitors through the office with confidentiality and sensitivity. This position supports a fast-paced and high-volume office and provides excellent service to faculty, staff, and students. The ideal candidate values teamwork and collaboration and demonstrates strong organizational, problem-solving and customer service skills; the ability to manage multiple priorities; and the ability to communicate effectively across a diverse population.Responsibilities include:
- Serve as first point of contact for students, faculty, parents, and visitors
- Maintain department email accounts and respond to general inquiries
- Manage calendars for two office Directors
- Assist with internal audits of departmental policies and procedures
- Provide general administrative support for office and special projects
- Perform research to determine the best practices to improve departmental processes
- Answer incoming calls for the suite and Directors' phones as needed
- Respond to information requests
- Help to resolve complaints and problems
- Provide support for meetings coordinated and chaired by the Directors including soliciting agenda items, drafting the agenda, sending meeting reminders, and distributing minutes
- Assist with the approval process and reconciliation for purchasing and travel credit cards.
- Support over 300 student organizations by inputting updates, creating and sending bi-weekly newsletters, managing workflows and event registrations on the RamConnect web platform
- Order and maintain office supplies
- Provide support for events including ordering catering, preparing documents and reserving rooms
- Develop and maintain systematic procedures
- Assist with the development of brochures, publications, and website materials
- Other duties as assigned
Minimum Qualifications
- Six months as a Clerical Assistant 1 (Commonwealth title) OR
- Graduation from high school OR
- An equivalent combination of experience and training
- Demonstrated proficiency in the use of Microsoft Office Suite including Outlook, Word, Excel, and Teams
Required knowledge, skills, and abilities:
- Knowledge of standard vocabulary and usage, spelling, grammar, and punctuation
- Ability to use an alphanumeric keyboard
- Ability to proofread information for conformance with prescribed standards
- Ability to sort and file information
- Ability to perform mathematical calculations
- Ability to follow oral instructions
- Ability to read and understand written materials
- Ability to communicate effectively orally
- Ability to communicate effectively in writing
- Ability to establish and maintain effective working relationships
Preferred Qualifications
- Experience in an administrative or receptionist role
- Customer service experience
- Excellent written communication skills
- Higher education or student support experience
- Experience with higher education systems such as Peoplesoft, Banner, SAP, and CampusGroups
Special Instructions Candidates should apply online at Application allows for cover letter, resume, and three references with contact information. (All required for consideration).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. 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. WCU proudly offers comprehensive employee benefits including health, vision, and dental insurance, generous retirement plans, many wellness programs, a tuition waiver for self and family members, and training, development and advancement opportunities.
- On the first working day, new employees are eligible to enroll in medical benefit plans and can choose between two PPO plans or an HMO plan.
- Supplemental dental, vision, hearing and prescription coverage is also offered to employees.
- The Get Healthy Wellness program rewards participants with reduced health care premiums and provides tools and resources to maintain good health.
- Flexible spending accounts allow employees to withhold income from their paychecks before taxes for reimbursement of approved medical and dependent care expenses.
- A University mission to support employee personal and professional growth.
- PASSHE tuition waiver lowers the cost of college expenses.
- Leave and time-off benefits include generous paid vacation, paid sick time, military leave and paid time off for most major holidays.
- Choice of two group retirement plans with generous employer contributions.
- Voluntary retirement plans offer two additional options to save and invest money for retirement and are available to all employees upon their date of hire.
- Group life insurance is provided at no cost to all permanent employees.
- Voluntary long-term disability insurance (LTD) and voluntary group life and personal accident insurance (VGLIP/AD&D) are available to employees.
- State Employee Assistance Program (SEAP) provides a wide range of free services including counseling, legal, and financial services.
The employee group for this position is American Federation of State, County, and Municipal Employees (AFSCME). For additional benefit details please see the PASSHE EMPLOYEE BENEFITS PAGE .Theinformation is provided for general purposes only. Legal Plan Documents will govern any discrepancies that may arise. Benefits, benefit levels, and eligibility rules are subject to change. The benefits described are available to most employees; however, certain eligibility requirements must be met.