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Administrative Assistant - College Of Health And Human Services
Company | Widener University |
Address | Chester, PA, United States |
Employment type | FULL_TIME |
Salary | |
Category | Higher Education |
Expires | 2023-05-23 |
Posted at | 1 year ago |
Widener University is currently seeking an Administrative Assistant in the College of Health and Human Services (CHHS). Reporting to the Dean, this role provides administrative support within the Office of the Dean in the college. The Dean’s office includes the dean, two associate deans, graduate assistants and other student workers. This position reports to the Dean and works closely with all administrative staff within the college.
- Maintains calendar, appointments and meetings for the Dean and the Dean’s Office.
- Communicate, collect and organize information to and from the Dean and faculty, staff, students, other departments, boards, and/or public. Such information includes but is not limited to data for reports, accreditation and compliance, enrollment, accounts payable and payroll, and specific college initiatives.
- Partner with hiring managers to support employment processes by monitoring and maintaining credential files of candidates, coordinating interviews, preparing correspondence to candidates, entering required information into the search database, preparing correspondence to candidates, preparing position authorization forms, and assisting new employees with processes associated with employment.
- Manages multiple special projects and college events as assigned. This includes organizing, coordinating, planning, and conducting college events by securing space, equipment and food, preparing invitations, announcements, agendas, brochures, and packets, purchasing awards, making travel arrangements and reservations, and overseeing the event as it occurs.
- Partner with leadership and faculty in coordination and management of college finances, college Committees, faculty promotion processes, and student appeal processes by tracking data, communicating timelines, arranging meetings, and creating processes for greater efficiency
- Coordinates conference, lodging and travel arrangements for the Dean and Dean’s Office.
- Prepare expense reports, process invoices, maintain and reconcile accurate and up-to-date records.
- Perform other job-related duties as assigned or directed.
- Coordinate written and oral communication, within and outside the university, as it relates to the College. This includes but is not limited to recruitment and retention initiatives, developing and maintaining external relationships, student requests and appeals, marketing, and college events and initiatives.
- Contribute to a welcoming environment for all visitors and students. Handles all communication in a professional manner, responds to inquiries, screens and directs appropriately.
- Work collaboratively with others to contribute to a positive work environment. This includes graduate assistants that support the Dean’s office and the administrative assistant staff throughout the College.
- Coordinate moderately complex processes associated with work specific to the college and the Dean’s office, working independently to organize processes involving multiple individuals or units that often require confidentiality and discretion.
- Effectively communicate and interact with persons of diverse backgrounds and abilities.
- Provides administrative support, as needed, for the special initiatives of the associate deans of the College
- Collaborates with the university web team, oversees the review and collection of materials for regular updates to the website, and serves as a content editor for the university web pages under the control of the College
- Other duties as assigned
- Serves as a vital team member for the College’s Social Media Team and the management of our social media and web presence (CHHS Amplified)
- Provides additional administrative support, when needed, to the accreditation activities within the units of the College
- Effective oral and written communication skills.
- A minimum of three years' secretarial experience in a service-oriented environment or any combination of experience, training or education, which provides the necessary skills, ability and knowledge.
- High School diploma or equivalent.
- Demonstrated ability to work collaboratively with others and to contribute to a positive work environment; must be willing to accept responsibility and work with limited supervision.
- Strong organizational skills with demonstrated ability to multi-task while paying attention to details.
- Experience in maintaining complex electronic and paper filing systems and records.
- Intermediate Proficiency in Microsoft Office, including Word, PowerPoint, Excel, and internet research.
- Working knowledge of, or the ability to learn and use database applications, administrative business systems, and other systems or applications that may be used within the University or department.
- Competence with data entry and ability to learn university Datatel/Colleague/Slate systems, Microsoft Office 365 and OneDrive.
- Ability to perform basic arithmetic functions, bookkeeping, basic accounting, and basic statistics including programming of Excel spreadsheets.
- Ability to safeguard the confidentiality of the office.
- Associate’s or bachelor’s degree.
- A minimum of five years’ relevant experience in a service-oriented environment or any combination of experience, training or education, which provides the necessary skills, ability and knowledge.
- Experience in higher education.
- Advanced Proficiency in Microsoft Office, including Word, PowerPoint, Excel, and internet research.
- Ability to navigate web-based programs including, but not limited to, learning management system (Canvas), teleconference software (Zoom), web content management systems.
- Prior experience maintaining, monitoring, preparing and reconciling financial records and accounts.
- Some evenings and weekends may be required for events.
- Job requires ability to sit and work at computer for long periods. Ability to conduct business on phone and answer in a timely manner. Ability to move between offices, floors and buildings on campus.
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