"26-14 Office Assistant for Facilities Campus Services (CA2) - Facilities Division"

Join a vibrant campus community whose excellence is reflected in its diversity and student success. West Chester University of Pennsylvania's Facilities Division invites applicants for the position of Office Assistant for Facilities Campus Services (CA2).

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; generous retirement plans; 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 Facilities Division designs, constructs and maintains a dynamic, safe, and sustainable campus to continually advance its nationally benchmarked living and learning community.

The Facilities Campus Services Office Assistant provides administrative support including timekeeping, submitting purchase requests, tracking receipts, and assists campus customers and stakeholders. This role supports the following Facilities Campus Services - Custodial Services, Shuttle Operations, Warehouse and Inventory, Fleet and Motor Pool and Graduate Center Operations.

The ideal candidate will demonstrate excellent communication, customer service, problem-solving and organizational skills; has the ability to manage multiple priorities in a fast-paced work environment; shows attention to detail; and can build and maintain relationships with campus partners.

Responsibilities include:

• Manage Facilities Campus Services phone lines and email accounts
• Respond to inquiries and route requests as needed
• Maintain attendance, and payroll records for employees across multiple shifts
• Manage and monitor work orders in the TMA work order management system
• Coordinate service requests with internal teams and external vendors
• Submit and monitor the processing of all required purchasing requisitions
• Process supply orders and maintain office inventory
• Maintain office files
• Maintain personnel files and assist with onboarding procedures
• Provide administrative support for Shuttle Operations including issue tracking and data entry
• Support Fleet and Motor Pool operations including processing trip data and monthly chargebacks
• Attend workshops and training sessions as needed
• Perform other duties as assigned

Minimum Qualifications:

• Six months as a Clerical Assistant 1 (Commonwealth title) OR
• Graduation from high school OR
• An equivalent combination of experience and training
• Demonstrated proficiency in the use of Microsoft Office Suite including Outlook, Word, Excel, and Teams

Required knowledge, skills, and abilities:

• 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
• Excellent written communication skills
• Experience with work order management systems such as TMA
• Experience working with SAP / Source Point