Position Summary

Join a vibrant campus community whose excellence is reflected in its diversity and student success. West Chester University of Pennsylvania’s Division of Student Affairs team invites applicants for the position of Sykes Student Union and Student Activities Administrative Assistant (AA1).
 
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; generous retirement plans, 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 Division of Student Affairs supports the co-curricular and out-of-the-classroom experiences of West Chester University students. As a member school of the Association of College Unions International, we are committed to ACUI's mission to support its members in the development of community through education, advocacy, and the delivery of services. The Earl F. Sykes Union is a student-centered, customer service operation that provides essential services to the West Chester University campus community.
 
Reporting to the Director, the Administrative Assistant to the Director of Sykes Union and Student Activities is responsible for providing administrative support in the management of the Sykes Student Union building.  This position assists with day-to-day operations of the facility, reservations and event set-ups, and oversees the Sykes Administration Office located on the first floor of the student union.

The ideal candidate will demonstrate customer service experience; strong administrative, organizational, and record-keeping skills; the ability to prioritize tasks and solve problems; the ability to work independently and as part of a team; and the ability to communicate effectively and professionally across a diverse population of campus partners including students, faculty, staff and vendors.
 
 Responsibilities Include:

• Greet visitors 
• Answer incoming calls 
• Maintain email accounts and respond to general inquiries
• Provide administrative support to the Director of Sykes Union and Student Activities
• Manage external vendors and client reservation requests for space within Sykes Union
• Oversee external vendor process and deposit rental fees 
• Respond to client needs during events 
• Assist student and department staff during events
• Submit and track all facilities work orders  
• Schedule external vendor services and process payment
• Monitor and order supplies
• Prepare bi-weekly payroll for approximately 40 student employees
• Reconcile purchasing card statements monthly
• Prepare and track purchase requests for department 
• Provide insight and recommendations in the areas strategic planning, financial issues, student development, and departmental oversight
• Serve on Student Affairs and University committees as needed
• Coordinate departmental events including celebrations and cultural events
• Other duties as assigned 

Minimum Qualifications

• Such training may have been gained through a four-year college or university OR
• Any equivalent combination of experience and training
• Demonstrated proficiency in Microsoft Office including Outlook, Word, and Excel 

Required Knowledge, Skills & Abilities:

• Associate Degree or higher preferred
• Some knowledge of the principles and practices of public administration
• Some knowledge of the sources of information, methods, and techniques used in administrative research
• Ability to carry out, with some supervision, staff assignments requiring the organization of material and development of procedures
• Demonstrated ability to handle sensitive issues and correspondence with confidentiality and discretion
• Ability to comprehend and apply office procedures
• Attention to detail and accuracy
• Excellent oral and written communications, including the ability to compose straightforward, informational correspondence
• Strong organizational skills including creating, organizing, and maintaining electronic files and folders
• Demonstrated ability to handle sensitive issues, maintain confidentiality, and follow requirements with respect to the handling of confidential information
• Perform other related duties as assigned

Preferred Qualifications

• Customer service experience 
• Experience in higher education or student support
• Experience with student information systems and document management systems used in higher education (OnBase, Slate, PeopleSoft, Banner, SAP, 25Live) 

Special Instructions

Ask about opportunities to work from home and alternate work schedules.  
 
Candidates should apply online at https://www.schooljobs.com/careers/wcupa.
 
Application allows for cover letter and resume (both 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.