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 Office Assistant for the Department of Secondary Education and K12 Health and Physical Education.

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 selected candidate will serve as the primary office support for the Department of Secondary Education and the K–12 Health and Physical Education. Faculty within these departments are frequently away from the office, requiring the office assistant to assume responsibility for the day-to-day management of the office and respond to routine inquiries from students, faculty, staff, and other stakeholders. The position plays an essential role in maintaining continuity of office operations and ensuring timely and effective office support.

The ideal candidate will demonstrate a strong commitment to accessibility and student success, along with exceptional clerical and organizational skills. They will be a clear and engaging communicator who takes initiative, approaches challenges thoughtfully and contributes to continuous process improvement. The successful candidate will be dependable, adaptable and team-oriented with the ability to collaborate effectively with students, faculty, staff and families while supporting the evolving needs of the office.

Responsibilities include working in four areas:

Student Support

• Assign faculty advisors to incoming students.
• Respond promptly and professionally to calls and emails received through the department’s general phone number and email address.
• Assist students with registration and direct them to appropriate resources, departments, or personnel as needed.
• Provide general office support to address student questions and concerns.

Faculty Support

• Prepare and process requisitions for materials and supplies.
• Process faculty conference and travel reimbursement requests.
• Coordinate and maintain the flow of paperwork related to faculty evaluations.
• Prepare, organize, and maintain SharePoint files related to personnel and evaluation records.
• Provide general office support to faculty as needed.

Department Support

• Collaborate with the Department Chair to prepare department meeting agendas and maintain meeting minutes.
• Monitor class enrollment, class sizes, and waitlists.
• Assist with scheduling courses and supporting first-year student scheduling needs.
• Create and maintain semester course schedules in CLSS.
• Provide office support for department operations and activities.

Budget Support 

• Process financial reconciliations and ensure transactions are accurately recorded.
• Monitor department cost centers and assist with tracking expenditures.
• Prepare budget-related information and reports for the Department Chair.
• Process and track faculty development expenditures.
• Assist with other departmental budget and financial activities as needed.

 

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 and 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

 

• Associate’s Degree or higher
• Experience in an administrative or receptionist role
• Experience in higher education or an academic setting

• Experience with accommodations management, student success, and student information systems, including Simplicity Accommodate, Navigate, Banner, and PeopleSoft.

 

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
• Cover letter

Incomplete applications will not be considered. A list of three references with contact information will be required if selected for interview.

Review of applications will begin immediately and continue until the position is filled. Compliant with applicable collective bargaining agreement, this advertisement may be closed without notice upon receipt of a sufficient pool of qualified candidates.

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.