25-78 Office Assistant (CA2) - Office for Educational Accessibility (OEA)-University College

Position Summary

Join a vibrant campus community whose excellence is reflected in its diversity and student success. West Chester University’s Office for Educational Accessibility (OEA) team invites applicants for the position of Office Assistant (CA2).

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.

As part of University College, the Office of Educational Accessibility (OEA) is committed to providing equal access and opportunity to all campus programs and services for persons with disabilities. OEA is committed to working with students, staff, and faculty to develop and implement strategies for a successful learning experience while maintaining the academic standards and integrity of the mission of the University.

Reporting to the Director of OEA, the Office Assistant is responsible for the coordination and delivery of a full range of administrative services to support the Director, staff and registered students with confidentiality and sensitivity.

The ideal candidate will demonstrate customer service experience; strong organizational skills; attention to detail; experience of working with data and reports; and the ability to communicate effectively across a diverse population.

Responsibilities include:

• Serve as first point of contact for students, faculty, staff, parents, and visitors
• Answer incoming calls
• Maintain department email accounts and respond to routine inquiries
• Maintain department calendars including the Director’s calendar
• Assist students, staff, faculty and other campus partners with OEA policies and procedures
• Assist with the collection, documentation, and preparation of information for investigations of discrimination based on disability
• Request classroom changes for accessibility issues as needed
• Maintain electronic files, record-keeping procedures, and spreadsheets
• Maintain confidential student files and unofficial personnel records for OEA staff and student workers
• Prepare a variety of communications including Letters of Accommodation, reference letters, caseloads, memoranda and drafts
• Coordinate large mailings to students, parents, and outside agencies
• Update the department website
• Oversee student workers including training, work distribution, and timesheet approvals
• Assist with the processing hiring forms for OEA of student and staff
• Process travel reimbursements and vouchers
• Process payment requests and expense reimbursements
• Complete credit card reconciliation
• Maintain budget expenditure reports
• Assist with project planning
• Schedule and support meetings and events including reserving rooms, drafting agendas, sending meeting reminders, and ordering food
• Manage submission, monitor, and process of all required purchasing requisitions
• Order and maintain office supplies
• Order print materials from WCU Graphics and Printing
• Assist with processing of work orders and equipment maintenance
• Distribute mail
• Attend workshops and training sessions as needed
• Perform other related 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

• 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
• Experience working with data and reports
• Experience with higher education systems such as RAMS Accommodate, Peoplesoft, Banner, and SAP

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).

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.