27-48 Administrative Assistant (AA1) – Psychology Department

West Chester University•West Chester University, PA

6d•Onsite

About The Position

West Chester University of Pennsylvania’s Psychology Department in the College of Sciences and Mathematics invites applicants for the position of Administrative Assistant. The shift for the position is Monday to Friday, 8:00 a.m. – 4:30 p.m. 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 Psychology Department seeks to advance the discipline of Psychology as an area of scholarly, professional, and scientific endeavors in a diverse and inclusive environment. The department focus is to provide a high quality, liberal-arts education wherein students and faculty members exchange ideas stemming from a variety of viewpoints in an environment of mutual respect, collaboration, and equity. As a key psychology department team contributor, the administrative assistant provides excellent customer service and administrative support to students, the department chairperson, assistant chairperson and faculty, and the student success coordinator in a fast-paced environment. The ideal candidate will demonstrate excellent customer service skills; strong organizational skills; the ability to manage multiple priorities in a fast-paced and high-volume environment; technology proficiency; the ability to effectively communicate in writing and verbally and interact dynamically with a variety of constituents.

Requirements

Graduation from a four-year college OR university or any equivalent combination of experience and training.
Demonstrated proficiency in Microsoft Office including Outlook, Teams, and Excel
Some knowledge of the principles and practices of public administration.
Some knowledge of the principles of governmental accounting, statistics, and public personnel 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.
Ability to conduct studies and analyze contributing to the development of sound operational procedures.
Ability to speak and write effectively.
Ability to establish and maintain effective working relationships with administrative officials, other employees, and the general public.

Nice To Haves

Associates degree or higher
Experience in an administrative or receptionist role
Customer service experience
Experience in higher education or student support
Experience with higher education software systems and enterprise technologies, including Slate, PeopleSoft, Banner, Navigate, D2L, OnBase, SAP, and Business Intelligence (BI) tools.
Excellent written communication skills

Responsibilities

Receive and announce visitors
Respond to walk-in inquiries
Answering calls
Maintain department email accounts and respond to routine inquiries
Respond to general student information requests about course registration process and how to contact faculty and field experience courses
Assist with the building of Psychology department courses in Ram Portal; make changes to department course schedule as needed and as directed by the chairperson
Support enrollment management efforts using Ram Portal and Navigate
Process and assist with faculty purchasing requests and reimbursements for supplies and travel expenses
Assist with scheduling of first year students and new transfer students
Assist with faculty search process
Maintain department office files
Maintain department website, bulletin boards and signage
Maintain department SharePoint, Teams and social media websites
Maintain department mailroom, including mail distribution, copier, printers, fax machine and supply cabinet
Oversee office supply inventory and ordering
Provide scheduling and calendar support for the department chairperson
Manage usage of Wayne Hall classrooms and general use laboratories
Assist with psychology faculty requests for conference room scheduling, computer lab scheduling, etc.
Oversee department laptop, equipment, book, and video checkout processes
General department budget administration, monitor and process multiple department purchase cards including reconciliation of monthly statements, purchasing requisitions and transfer of funds
Process department work orders and equipment maintenance
Support department events (new student orientation, learning community events, etc.)
Seek out training to maintain and enhance software skills and learn new systems as they are adopted by department and the university.
Perform other related duties as assigned