27-32 Office Assistant (CA2) - Department of Literacy

West Chester University•West Chester University, PA

2d•Onsite

About The Position

West Chester University of Pennsylvania invites applicants for the position of Office Assistant for the Department of Literacy. 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 Literacy Department educates preservice and professional teachers to be lifelong learners who develop expert knowledge of language and literacy development and literacy instruction and assessment. Our students will become influential teachers who are leaders and advocates for social justice in their communities. 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; and the ability to effectively communicate in writing and verbally and interact dynamically with a variety of constituents. They will be a clear and engaging communicator who takes initiative, approaches challenges thoughtfully and contributes to continuous process improvement.

Requirements

Six months as a Clerical Assistant 1 (commonwealth title); or OR Graduation from high school OR An equivalent combination of experience and training.
Demonstrated proficiency in Microsoft Office including Outlook, Word, and Excel
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

Nice To Haves

Experience in an administrative or receptionist role
Customer service experience
Experience using enterprise resource planning platforms such as SAP and/or BI
Experience in education setting

Responsibilities

Serve as the department’s primary contact
Provide information as needed for prospective and current students on the department’s graduate and undergraduate programs
Direct phone, email, and in-person inquiries to the appropriate individuals within the department as well as with the professional unit
Input master schedules each semester and make changes in CLSS/RamPortal
Monitor department budgets in SAP, track expenditures, including faculty development funds each fiscal year
Collect and process faculty travel vouchers and produce department e-requisitions and payment request forms
Order and maintain office supplies; maintain inventory of office and phone equipment for repairs if necessary.
Submit graphic and printing requests and work orders
Check the mailbag and department mailbox and distribute mail appropriately; make copies and do scanning as needed
Coordinate with Dean’s office and Department Chair for all paperwork related to departmental hiring for temporary and tenure-track faculty.
Assist with getting new faculty acclimated and organized with materials and questions
Maintain office files including personnel records, student records, financial records, class lists, curriculum documents, and others as needed
Arrange logistics and assist with the coordination of special events of the department.
Reserve rooms and place catering orders as needed
Work with the department’s Promotion and Evaluation committee on the faculty evaluation process
Work with the department’s Graduate Coordinator and graduate assistants to support graduate literacy students and programs, including the WCU Reading Center
Attend and take minutes during Department meetings.
Compose departmental correspondence.
Collect course syllabi from faculty and maintain files
Maintain department bulletin boards; post updated course offerings, faculty office hours, etc.; prepare and display notices of department events
Take training courses appropriate to perform duties
Perform other duties as assigned