What are the responsibilities and job description for the Office Assistant (CA2)- University Communications and Marketing position at West Chester University?
Salary : $37,555.00 Annually
Location : West Chester University, PA
Job Type : Regular / Full-Time
Job Number : 25-101
Department : University Communications and Marketing
Opening Date : 02 / 26 / 2025
Position Summary
Join a vibrant campus community whose excellence is reflected in its diversity and student success. West Chester University of Pennsylvania's University Communications and Marketing 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 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.
University Communications and Marketing tells the compelling stories of WCU faculty, students, alumni, and staff across numerous media platforms and is dedicated to promoting and strengthening WCU's image on local, regional and national levels through strategic bran development, marketing, media relations, publication design & development, social media, and much more.
Reporting to the Senior Associate Vice President for Communications and Marketing, the Office Assistant serves as the primary point of contact for the office, provides administrative support to five managers and the Communications Committee, and provides excellent customer service to students, faculty, staff, and other campus partners.
The ideal candidate values teamwork and will demonstrate strong organizational, problem-solving, and collaboration skills; customer service experience; and the ability to communicate effectively across a diverse population.
Responsibilities include :
- Serve as first point of contact for students, faculty, parents, and campus partners including news reporters and marketing vendors
- Assist visitors with directions, parking regulations, parking passes and public events
- Answer incoming calls
- Maintain department email accounts and respond to routine inquiries
- Provide information accurately and professionally
- Maintain and update electronic calendars
- Maintain and monitor monthly budget reports
- Schedule meetings and events including room reservations
- Contact media tracking source to purchase TV media placements and in preparation for posts on web page and social media (Facebook, Twitter, Instagram)
- Post events on calendars to increase the number of attendees
- Coordinate staff photographer schedule and schedule out-source photographers
- Coordinate, review, and prepare meeting minutes and other materials for distribution
- Compile clips count for the University
- Send "people of focus" links to the Foundation for the WCU magazine and donor generation
- Maintain a count of media placements in written and digital publications, radio, and TV news outlets
- Generate and monitor payment requests for outsourced services and vendors
- Provide administrative support for the signing of contracts
- Update snow closing lists and contact media outlets
- Oversee student worker and approve timesheets
- Submit Facilities, Public Safety, and IS&T work orders
- Administer departmental purchasing card(s)
- Distribute mail
- Order and maintain office supplies
- Perform other duties as assigned
Minimum Qualifications
Required knowledge, skills, and abilities :
Preferred Qualifications
Special Instructions
Candidates should apply online at Application materials must include a resume, cover letter and three professional references (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.
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.
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.
My level of experience in an administrative or a receptionist role is :
My level of experience utilizing Microsoft Office Suite to manage calendars is :
My level of experience supporting budget management including reporting, invoicing, and reimbursements is :
Required Question
Salary : $37,555
