24-120 Administrative Assistant (Aa1) - Psychology Department

Position Summary

Join a vibrant campus community whose excellence is reflected in its diversity and student success. West Chester University of Pennsylvania’s Psychology Department, in the College of Sciences and Mathematics invites applicants for the position of Administrative Assistant (AA1).
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 experience in an administrative or receptionist role; higher education or student support experience; strong organizational skills; the ability to communicate effectively with a diverse campus community, creative problem-solving skills; and attention to detail.

Responsibilities include:

• Receive and announce visitors
• Answer incoming calls
• Maintain department email accounts and respond to routine inquiries
• Support student information requests including applying for change of major and minor, providing information about the field experience application process, providing faculty office hours and location, and signing up for PSY100 research studies
• Make student appointments for department chairperson, assistant chairperson, and student success coordinator
• Provide scheduling and calendar support for the department chairperson
• Maintain department office files
• Maintain department website, bulletin boards, and signage
• Maintain department SharePoint, Teams and social media websites
• Maintain department mailroom, copier, printers, fax machine and supply cabinet
• Oversee office supply inventory and ordering
• Manage usage of Wayne Hall classrooms and general use laboratories
• Assist with conference room scheduling
• Oversee department laptop, equipment, book, and video checkout processes
• Support enrollment management efforts using PeopleSoft, RamPortal, and Navigate
• Coordinate PSY100 (Introductory Psychology) and PSY120 (Multicultural Psychology) Research Pool participation using SONA software
• Process and maintain faculty travel records
• Process and assist with faculty purchasing requests and reimbursements
• Process FedEx and other shipping as needed
• Serve as departmental facilities liaison
• Administer multiple department purchase cards including reconciliation of monthly statements and transfer of funds
• Process department work orders and equipment maintenance
• Assist with submission, monitoring, and processing of all required purchasing requisitions and budget transfers
• Distribute mail
• Perform other related duties as assigned

Minimum Qualifications

• Such training may have been gained through a four-year college or university OR
• Any equivalent combination of experience and training
• Demonstrated proficiency in Microsoft Office including Outlook, Word, and Excel

• Associate Degree or higher preferred
• Some knowledge of the principles and practices of public 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
• Demonstrated ability to handle sensitive issues and correspondence with confidentiality and discretion
• Ability to comprehend and apply office procedures
• Attention to detail and accuracy
• Excellent oral and written communications, including the ability to compose straightforward, informational correspondence
• Strong organizational skills including creating, organizing, and maintaining electronic files and folders
• Demonstrated ability to handle sensitive issues, maintain confidentiality, and follow requirements with respect to the handling of confidential information

Preferred Qualifications

• Experience in an administrative or receptionist role
• Customer service experience
• Experience handling confidential information
• Excellent written communication skills
• Higher education or student support experience
• Experience with higher education software systems such as Slate, PeopleSoft, Banner, Navigate, D2L, and OnBase
• Experience with SAP and BI (Business Intelligence)

Special Instructions

Review of applications will begin immediately and continue until the position is filled.
Candidates should apply online at https://www.schooljobs.com/careers/wcupa. Application materials must include a resume, cover letter and three professional references (all required for consideration).
Applicants must successfully complete the interview process to be considered as a finalist.
Developing and sustaining a diverse faculty and staff advances WCU’s educational mission and Strategic Plan for Excellence. West Chester University is an Affirmative Action/Equal Opportunity Employer. Women, minorities, veterans, and persons with disabilities are encouraged to apply.
All offers of employment are subject to and contingent upon satisfactory completion of all pre-employment background checks.