23-52 Administrative Assistant to the Dean (AA1) - College of Arts & Humanities
West Chester University of Pennsylvania
Location: West Chester, Pennsylvania
Higher Education Institution
Join a vibrant campus community whose excellence is reflected in its diversity and student success. West Chester University of Pennsylvania’s College of Arts and Humanities (CARHU) invites applications for the position of Administrative Assistant (AA1) to the Dean.
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 College of Arts and Humanities employs over 230 faculty, offering 22 undergraduate degree programs, 12 graduate degree programs, and 38 undergraduate minors. The faculty are artists, scholars, writers, and world-class teachers who care deeply about student success and learning. The thriving CARHU programs provide students with experiential opportunities for creativity, collaboration, critical thinking, and intensive practice in written and oral communication.
Reporting to the Dean, the Administrative Assistant serves as the main contact between the College of Arts and Humanities and internal and external constituencies and fulfills a variety of administrative duties in direct support of the Dean. This position establishes and maintains cooperative working relationships with eight departments, multiple programs, and a wide range of university offices that interact with the Dean's office. The Administrative Assistant maintains an in-depth understanding of policies and procedures; serves as a resource for inquiries; creates and maintains databases; makes recommendations for changes in procedures, analysis, and reporting of information; assists the Dean in developing and managing communications; assists the Dean in setting priorities and works to ensure excellent service is provided to CARHU constituents and that college goals are achieved. This position is a highly confidential assignment requiring the utmost respect and privacy.
The ideal candidate will demonstrate excellent customer service skills; the ability to work independently and manage multiple priorities in a fast-paced and high-volume environment; extensive experience with Microsoft Office Suite (Word, Outlook, and Excel at minimum); the ability to communicate effectively across a diverse population; and experience in higher education and student support.
Screen and prioritize the Dean's phone calls, visitors, and requests for meetings with the Dean. Receive, prioritize, and appropriately route all mail for the Dean.
Monitor the Dean's email and assist with prioritizing messages for the dean's attention, responding to and routing messages as appropriate, and deleting or archiving e-mails.
Maintain and continuously update the Dean's electronic calendar to ensure complete and accurate information for all involved.
Coordinate many complex group meetings with faculty, administrators, and professionals from outside the University, often requiring extensive coordination and rescheduling.
Prepare materials for the Dean as needed for meetings on the calendar.
Prepare a wide variety of complex materials from dictation or written drafts, with a high level of speed and accuracy, maintaining full confidentiality.
Prepare letters, memoranda, agendas, and reports, proposals.
Design and format documents with word-processing, spreadsheet, database, and graphics software.
Coordinate and disperse communication materials from the Dean's office.
Meet regularly with the Dean to review priorities and calendar, to coordinate activities, and to gather correspondence.
Update the Dean regularly on activities that the Administrative Assistant supervises independently and alert the Dean to problems as they arise.
Routinely update and inform Department Chairs/Program Directors and the Dean of deadline by maintaining accurate records and timelines.
Track progress for completion of all faculty evaluations, including tenured, tenure track, and temporary faculty.
Provide support to the Dean in the organization of evaluation materials received from the departments and the delivery of completed faculty evaluation materials to the Provost's Office.
Oversee and maintain records pertaining to the tenure and promotion process, ensuring proper deadlines are met.
Manage tenure-track faculty hiring for the Dean including ensuring accurate completion of all associated paperwork, scheduling of interviews with the Dean or her representative, and preparation of offer letters from the Dean.
Serve as a resource for Search Chairs and Department Chairs on tenure-track hiring procedures.
Work collaboratively with the Office of Human Resources and the Provost’s Office to ensure hiring procedures proceed in a timely manner.
Plan CARHU events throughout the year, including arrangements for the annual Summer Summit.
Arrange catering services and room reservations for on-campus events as needed.
Support the Dean in arranging travel and obtaining reimbursement of travel expenses.
Supervise student workers assigned to the Dean's Office and review time sheets prior to submission.
Handle disbursement and transfer of Foundation funds in collaboration with the Dean and Foundation Staff.
Manage the Dean’s List using established criteria for student selection, notifying students, and handling correspondence.
Support the Dean in handling building administrator duties.
Complete other special projects as needed or assigned by the Dean.
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
Required Knowledge, Skills & Abilities:
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
Customer service experience
Experience in higher education or student support
Experience in a fast-paced office environment
Demonstrated experience utilizing Microsoft Office Suite to create complex reports and presentations
Ask about alternate work schedules.
Candidates should apply online at https://www.schooljobs.com/careers/wcupa. Application allows for cover letter and resume (Both required for consideration). A list of three references with contact information will be requested from finalists.
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.
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.