Position Summary

Join a vibrant campus community whose excellence is reflected in its diversity and student success. West Chester University of Pennsylvania’s Twardowski Career Development Center (TCDC) within the Division of University Advancement and External Affairs invites applications 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 serves approximately 17,000 undergraduate and graduate students; 23% identify as Hispanic/Latino, Black, Asian, and Native American Indian nations, and 24% are Pell grant eligible. With 21% designated as the first in their family to attend college, WCU is among the first to earn “First Forward Designation” by NASPA and The Suder Foundation.

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 Office Assistant coordinates and delivers a full range of administrative and office management services for the TCDC. This position serves as the first point of contact for students, parents, alumni, faculty, staff, employers, and other visitors to the Career Development Center and is responsible for supporting TCDC programs and services in concert with the mission and values of the university and division, which serve to enrich and enhance the educational experiences of all students as they plan their careers and enter the job market or engage in continuing education.

The ideal candidate will demonstrate excellent customer service skills; proficiency in Microsoft Office Suite including Excel, SharePoint, and Teams; the ability to manage multiple priorities; and the ability to communicate effectively across a diverse population.

Responsibilities include: 

• Receive and direct visitors
• Answer incoming calls
• Maintain email accounts and respond to general inquiries
• Assist students, faculty, staff, and employers with questions related to TCDC programs and services
• Serve as general contact and resource person
• Provide general office and special project support 
• Run monthly and annual reports 
• Maintain TCDC SharePoint and Teams sites
• Assist with data collection and data cleaning   
• Maintain the online job board, Handshake, including approving employers, alumni accounts, and postings 
• Assist with scheduling of meetings
• Take notes at staff meeting
• Schedule meeting spaces for internal and external audiences   
• Monitor and maintain student employee timesheets and work schedules
• Assign office duties and train student employees as appropriate
• Assist students visiting the Career Closet with the self-checkout process
• Assist with the oversight of office supply inventory and ordering with vendors as needed
• Assist with department credit card
• Process department work orders and equipment maintenance
• Assist with submission, monitoring, and processing of all required purchasing requisitions and budget transfers
• Maintain  department mailroom, copier, printers, and supply cabinet
• Other related duties as assigned

Minimum Qualifications

• Six months as a Clerk 1 and educational development to the level of the eighth grade
                        OR
• Completion of a high school business curriculum
                        OR
• Any equivalent experience and/or training which provided the required knowledge and abilities
• Demonstrated proficiency in the use of Microsoft Office Suite including Outlook, Word, and Excel

Required knowledge, skills, and abilities:

• Proficiency in standard office procedures and practices
• Attention to detail and accuracy
• Excellent oral and written communication skills
• Ability to independently prioritize task completion and to adapt to changes in priorities or turn around as needed
• Ability to compose straightforward, informational correspondence and to carefully proofread one’s own and other’s written materials
• Strong organizational skills including creating and maintaining logical organization of electronic files and folders
• Ability to understand and follow oral and written instructions and to maintain accurate records/notes
• A willingness and ability to maintain confidentiality and follow all university requirements with respect to the handling of confidential student and personnel information is essential
• Maintain a professional demeanor and good working relationships with all department staff, students, and visitors

Preferred Qualifications

• Experience in an administrative or receptionist role
• Experience building reports and managing data using Microsoft Office Suite
• Customer service experience
• Excellent written communication skills
• Experience with career management platform such as Handshake

Special Instructions

Ask about the opportunity to work from home and alternate work schedules.
   
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).
   
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.