26-141 Office Assistant (CA2) - Academic Success Program

Join a vibrant campus community whose excellence is reflected in its diversity and student success. West Chester University of Pennsylvania's Academic Success Program invites applicants for the position of Office Assistant.

The shift for the position is Monday to Friday, 8:00 AM to 4:30 PM.

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. 

The Academic Success Program (ASP) is a special academic program for students who do not meet current admissions criteria but show the potential to succeed at West Chester University. The ASP assists students in developing academic skills and provides support through academic advising, tutoring, mentoring, academic monitoring, and counseling.

Reporting to the Director, the Office Assistant is responsible for coordinating and delivering a full range of administrative services for the Program, supporting incoming and continuing students, and directing ASP students to resources. This position works to ensure excellent service is provided to constituents including students, faculty and staff; and that department goals are achieved.

The ideal candidate will demonstrate customer service experience, strong organizational skills, the ability to manage multiple priorities, is self-motivated, takes initiative and the ability to communicate effectively across a diverse population.

Responsibilities include:

• Serve as first point of contact for students, faculty, parents, and visitors to the department
• Maintain department email accounts and respond to routine inquiries
• Maintain department calendars
• Provide general information for students, faculty, staff and other campus partners
• Assist students and faculty/staff with general academic policies and procedures
• Maintain electronic files, record-keeping procedures, and spreadsheets
• Prepare a variety of communication including letters, memoranda and drafts
• Coordinate and schedule meetings with students, faculty, administrators, and professionals from outside the University
• Communicate with faculty, department chairs, associate deans, and deans, and other University offices
• Manage college documents using multiple systems including SharePoint, OnBase, OneDrive, RamPortal and Navigate
• Perform data entry using multiple systems including Microsoft Office
• Assist faculty, staff, students, alumni and guests with the submission of expense reimbursements
• Assist with processing of work orders and equipment maintenance
• Manage submission, monitor, and process of all required purchasing requisitions
• Support budget and other necessary paperwork pertaining to purchasing (SAP)
• Update budget and monthly purchase reports
• Order and maintain office supplies
• Perform other 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 Microsoft Office including Outlook, Word, and Excel

Required Knowledge, Skills & Abilities:

• Knowledge of the use and functionality of Microsoft Office Suite software
• 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