What are the responsibilities and job description for the 25-110 Office Assistant (CA2) - Department Anthropology and Sociology position at West Chester University?
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 a part of the College of Sciences and Mathematics, the Department of Anthropology and Sociology provides broad access to the skills and special knowledge inherent in the disciplines, nurtures an awareness of and appreciation for diversity, promotes a sense of civic responsibility, global awareness, and cultural competency in students, and supports original and collaborative scholarship by faculty and students.
The Office Assistant is responsible for the coordination and delivery of a full range of administrative services to the department chair and the faculty of the Department of Anthropology and Sociology. The selected candidate will work to ensure excellent service is provided to campus partners including students, faculty, and staff.
The ideal candidate will demonstrate customer service experience, strong organizational skills, the ability to manage multiple priorities, and the ability to collaborate and communicate effectively across a diverse population. This position is a highly confidential assignment requiring the utmost respect and privacy.
Responsibilities include:
- Serve as first point of contact for students, faculty, parents, and visitors
- Answer incoming calls
- Maintain department email accounts and respond to routine inquiries
- Maintain department calendars
- Schedule student meetings with the Department Chairperson
- Assist the Department Chairperson to schedule classes, build faculty schedules, update advising sheets, track graduation, maintain student files for majors and minors, collect student data for assessment and student success benchmarking
- Maintain electronic files, record-keeping procedures, and spreadsheets
- Prepare and maintain confidential files for faculty, staff, and students
- Prepare a variety of communication including large mailings, email distributions, letters, memoranda, syllabi, exams, curriculum sheets and drafts
- Input class schedules, grant student permissions, and assist students using the Ram Portal (Banner)
- Assist with the updating of departmental website information
- Attend relevant technology training for staff and undertake training certification with modern campus to maintain department website
- Assign student advisees to faculty
- Assist with the planning and implementation of meetings, conferences, travel, and special events
- Reserve rooms for classes and meetings
- Supervise student assistants including training and assigning work assignments
- Monitor department budgets and track expenditures
- Compile, record and route routine fund transfers and expense requests
- Assist with submission, monitoring, and processing of all required purchasing requisitions and budget transfers
- Support new faculty hiring and onboarding processes
- Distribute mail
- Order and maintain office supplies
- Process department work orders and equipment maintenance
- Maintain informational bulletin boards and office literature
- Maintain faculty information including office hours and exam schedules
- Attend other training sessions as requested
- Perform other related duties as assigned
- 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
- 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 Banner and SAP
Ask about opportunities to work from home and alternate schedules.
Candidates should apply online at https://www.schooljobs.com/careers/wcupa. Application allows for cover letter, resume, and a list of 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.
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.Salary : $37,555
