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Administrative Assistant - College of Health and Human Services

Apply now Job no: 492973
Work type: Full-time (hourly)
Location: Chester
Categories: Staff

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.

This role supports the college’s administrative processes and projects which includes monitoring various budgets, accounts, and preparing relevant financial reports. The successful candidate will work effectively with all levels of internal management and staff, outside vendors, faculty, and students. Key attributes include the ability to perform advanced processes in Word, Excel and Adobe Acrobat, to conduct and coordinate data related to internet research, and manage data to complete required reports.  This position will provide primary or lead support for management activities of the college and may assign and/or monitor work of other administrative support persons, graduate assistants, or student workers.  This position may be eligible for a limited amount of remote work aligned with work expectations once onboarding is complete.

Duties and Responsibilities (including, but are not limited to):

Essential duties:

  • Contribute to a welcoming environment for all visitors and students. Handles all communication in a professional manner, responds to inquiries, screens and directs appropriately.
  • Effectively communicate and interact with persons of diverse backgrounds and abilities.
  • 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.
  • 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.
  • 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.
  • 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
  • Prepare expense reports, process invoices, maintain and reconcile accurate and up-to-date records.
  • 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.
  • Maintains calendar, appointments and meetings for the Dean and the Dean’s Office.
  • Coordinates conference, lodging and travel arrangements for the Dean and Dean’s Office.
  • Perform other job-related duties as assigned or directed.

Secondary responsibilities:

  • Provides additional administrative support, when needed, to the accreditation activities within the units of the College
  • Provides administrative support, as needed, for the special initiatives of the associate deans of the College
  • 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)
  • 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

MINIMUM QUALIFICATIONS (education/training and experience required):

Required:

  • High School diploma or equivalent.
  • 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.
  • 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.
  • Ability to safeguard the confidentiality of the office.
  • 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.
  • Intermediate Proficiency in Microsoft Office, including Word, PowerPoint, Excel, and internet research.
  • Ability to perform basic arithmetic functions, bookkeeping, basic accounting, and basic statistics including programming of Excel spreadsheets.
  • Competence with data entry and ability to learn university Datatel/Colleague/Slate systems, Microsoft Office 365 and OneDrive.

Preferred:

  • Associate’s or bachelor’s degree.
  • Experience in higher education.
  • 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.
  • Prior experience maintaining, monitoring, preparing and reconciling financial records and accounts. 
  • 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.

PHYSICAL REQUIREMENTS AND/OR UNUSUAL HOURS: 

  • 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.
  • Some evenings and weekends may be required for events. 


Qualified candidates must submit a resume and cover letter for consideration.  Incomplete applications will not be considered. Only those selected to interview will be contacted. 

Widener University is committed to fostering an inclusive community in which faculty, staff, and students from a variety of backgrounds, cultures, and personal experiences are welcomed and can thrive.  We are an equal opportunity employer and are committed to providing equal educational and employment opportunities for all persons without regard to age, color, national origin, race, religion, disability, veteran status, sex, sexual orientation, gender identity, genetic information, or status as a protected veteran.

Widener University requires all prospective employees to provide proof of taking the primary vaccination series against COVID-19 prior to employment or apply and be approved for a medical/religious exemption. Offers may be rescinded if the new employee does not provide proof of taking the primary vaccination series in a timely manner. 

Some positions may be eligible for a hybrid or remote work arrangement that may include a partially or fully remote work location, consistent with Widener’s Flexible Work policy. 

Widener University, an independent, metropolitan, doctoral-intensive University, connects curricula to social issues through civic engagement. Dynamic teaching, active scholarship, personal attention and experiential learning are key components of the Widener Experience. Located in Chester, PA, Widener's main campus is nestled between Philadelphia, PA and Wilmington, DE, with satellite campuses in Exton and Harrisburg Pennsylvania and Wilmington Delaware. For more information about the University, please visit our website at www.widener.edu.

EOE M/F/V/D

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