Position Summary

Join a vibrant campus community whose excellence is reflected in its diversity and student success. 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.

Responsibilities Include:

• 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

Minimum Qualifications

• 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

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

Preferred Qualifications

• 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

Special Instructions

Salary and benefits are dictated by the American Federation of State, County and Municipal Employees (AFSCME) collective bargaining agreement.

Candidates should apply online at https://www.schooljobs.com/careers/wcupa.

To be considered for the position, upload the following required documentation to the application:

• Resume
• A list of three references with contact information.

Incomplete applications will not be considered. Review of applications will begin immediately.

Due to the nature of the position, employment visa sponsorship is not available.

Applicants must successfully complete the interview process to be considered as a finalist.

All offers of employment are subject to and contingent upon satisfactory completion of all pre-employment background checks.

CAMPUS SECURITY CRIME STATISTICS

Pursuant to the Jeanne Clery Campus Safety Act and Act 73 of 1988, West Chester University publishes a combined Annual Security and Fire Safety Report (ASFSR). The ASFSR includes crime statistics and institutional policies concerning campus security, such as those concerning alcohol and drug use, crime prevention, the reporting of crimes, sexual assault, and other matters. The ASFSR is available for review on the Public Safety website.

Developing and sustaining a diverse faculty and staff advances West Chester University’s educational mission. West Chester University is an Affirmative Action – Equal Opportunity Employer.

Email hrs@wcupa.edu for questions regarding the application process.

Requirements

• Start Date: No Start Date
• Education: Varied (See Description)
• Work Experience: 0 - 2 years
• Part/Full Time: Full-Time

Contact / Additional Information

Candidates should apply online at https://www.schooljobs.com/careers/wcupa.