The Office Assistant is responsible for the coordination and delivery of a full range of administrative services to the department chair and the faculty of the Department of Anthropology and Sociology. The selected candidate will work to ensure excellent service is provided to campus partners including students, faculty, and staff.

The ideal candidate will demonstrate customer service experience, strong organizational skills, the ability to manage multiple priorities, and the ability to collaborate and communicate effectively across a diverse population. This position is a highly confidential assignment requiring the utmost respect and privacy.

Responsibilities include:

• Serve as first point of contact for students, faculty, parents, and visitors
• Answer incoming calls
• Maintain department email accounts and respond to routine inquiries
• Maintain department calendars
• Schedule student meetings with the Department Chairperson
• Assist the Department Chairperson to schedule classes, build faculty schedules, update advising sheets, track graduation, maintain student files for majors and minors, collect student data for assessment and student success benchmarking
• Maintain electronic files, record-keeping procedures, and spreadsheets
• Prepare and maintain confidential files for faculty, staff, and students
• Prepare a variety of communication including large mailings, email distributions, letters, memoranda, syllabi, exams, curriculum sheets and drafts
• Input class schedules, grant student permissions, and assist students using the Ram Portal (Banner)
• Assist with the updating of departmental website information
• Attend relevant technology training for staff and undertake training certification with modern campus to maintain department website
• Assign student advisees to faculty
• Assist with the planning and implementation of meetings, conferences, travel, and special events
• Reserve rooms for classes and meetings
• Supervise student assistants including training and assigning work assignments
• Monitor department budgets and track expenditures
• Compile, record and route routine fund transfers and expense requests
• Assist with submission, monitoring, and processing of all required purchasing requisitions and budget transfers
• Support new faculty hiring and onboarding processes
• Distribute mail
• Order and maintain office supplies
• Process department work orders and equipment maintenance
• Maintain informational bulletin boards and office literature
• Maintain faculty information including office hours and exam schedules
• Attend other training sessions as requested
• Perform other related duties as assigned

• 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

• Experience in an administrative or receptionist role
• Customer service experience
• Excellent written communication skills
• Higher education or student support experience
• Experience with higher education systems such as Banner and SAP

About West Chester University of Pennsylvania

West Chester University (WCU) of Pennsylvania is among the top regional comprehensive public universities in the nation, serving more than 17,500 students at the undergraduate and graduate levels with a national reputation for excellence, value, and student success. Founded in 1871 as an institute for teacher preparation, West Chester offers more than 118 undergraduate and 103 graduate programs in more than 50 fields of study. In addition to the main campus in West Chester, the University offers programs through its graduate center, the Philadelphia campus, and online. Five colleges and two schools comprise the University: Colleges of Arts and Humanities, Business and Public Management, Education and Social Work, Health Sciences, and the Sciences and Mathematics, as well as the School of Music, and the School of Interdisciplinary and Graduate Studies. Located in Chester County (25 miles from downtown Philadelphia) the area combines the best of enjoyable daily living with easy access to the full spectrum of country and city attractions. We are a community of educators dedicated to developing graduates who succeed personally and professionally and contribute to the common good.

Connections working at West Chester University of Pennsylvania