26-118 Administrative Assistant 1 - Gear Up Grant - College of the Sciences & Mathematics

Join a vibrant campus community whose excellence is reflected in its diversity and student success. West Chester University of Pennsylvania's College of the Sciences & Mathematics invites applicants for the position of Administrative Assistant.

The shift for the temporary seven-year grant funded 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 Administrative Assistant will serve as the primary administrative support to the Program Director of West Chester University's GEAR UP grant, a seven-year initiative focused on improving graduation, college retention, and post-secondary enrollment outcomes for students in three partner school districts. The assistant will play a central role in supporting event logistics for student programming on WCU's campus, including room reservations, coordination with dining and food services, arranging transportation and buses from local high schools, and working with university event planning staff for larger annual activities. The position is under the supervision of the Program Director and involves a high level of organization, initiative, and collaborative liaison support across multiple stakeholders.

The ideal candidate will demonstrate excellent customer service and written communication skills; the ability to work independently to manage multiple priorities in a fast-paced and high-volume environment; experience using Microsoft Office Suite to manage calendars, develop reports and monitor data, and create presentations; experience working in higher education and student support; and the ability to professionally communicate and collaborate with students, faculty, staff and other campus partners.

Responsibilities include:

• Review, prepare and respond to routine correspondence on behalf of the Program Director, including scheduling communications, confirmations with partner organizations, and follow-up related to meetings, events, and program activities
• Analyze administrative and operational procedures related to the GEAR UP program, including meeting workflows, event logistics, and partner coordination
• Prepare clear and comprehensive summaries and reports
• Perform administrative research assignments in support of GEAR UP activities, including tracking participation data, compiling documentation for required meetings and events, and assisting with the organization of materials used in program evaluation and reporting
• Assist the Program Director in establishing and maintaining cooperative working relationships with partner school districts, community organizations, and internal university offices involved in the GEAR UP grant
• Assist with the preparation and organization of budget-related documentation, purchase requests, and basic fiscal or statistical reports in coordination with the GEAR UP program manager and accountant
• Perform other related administrative and program support work as required to ensure the effective operation of the GEAR UP grant

Required Qualifications:

• Such training as 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

Required Knowledge, Skills & Abilities:

• 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

Preferred Qualifications:

• Associates degree or higher
• Experience in an administrative or receptionist role
• Experience working in a grant
• Familiarity with budget management
• Customer service experience
• Experience in higher education and/ or student support
• Excellent written communication skills