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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. You are encouraged to apply and will receive consideration for employment without regard to race, religion, color, national origin, age, sex, sexual orientation, disability status, or any other characteristic protected by applicable law.

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Administrative Support Specialist - Office of Student Engagement and Transformation

Apply now Job no: 493150
Work type: Full-time (hourly)
Location: Chester
Categories: Staff

Widener University is currently seeking an Administrative Support Specialist with primary responsibility supporting the Assistant Dean for Student Living, and secondary responsibility for general reception and support for the Office of Student Engagement and Transformation (SET). The Administrative Support Specialist will assist the Assistant Dean for Student Living and the Associate Dean for Wellbeing and Belonging with projects, student staff coordination, facility matters, reports, budget and operations management. 

We seek an Administrative Support Specialist who thrives in an active and fast-paced work environment and enjoys a high degree of interpersonal engagement. Our office is committed to providing a space where students can feel safe in sharing confidential information, where diversity and inclusivity are unwaveringly supported, and where students consistently find compassionate support and solutions.

DUTIES AND RESPONSIBILITIES (including, but not limited to):

Essential duties:

  • Provide friendly and confident reception and informational support for students and other visitors to the Office of Student Engagement and Transformation. 
  • Answer the main department telephone, answer inquiries, screen and route callers, and reply to questions in accordance with office procedures and policies;
  • Manage high volume of office traffic and interaction with the campus community
  • Maintain a clean, organized and professional appearance for all main office areas
  • Consistently serve as an advocate for inclusivity, diversity and cross-cultural understanding to create a welcoming space for all students
  • Manage the electronic calendar and scheduling function for the Assistant for Student Living and the Associate Dean for Wellbeing and Belonging as needed
  • Assist with the facilitation of committee meetings including scheduling, agenda development, and meeting materials
  • Schedule and manage the work of student staff employees for SET suite
  • Maintain applications, contracts, and other communication concerning Residence Assistants and other student staff. Process weekly time sheets and other payroll related matters for student staff
  • Assist with facility usage requests using the 25Live software
  • Maintain electronic departmental records using current technology including the Microsoft Office Suite, Outlook, Maxient, StarRez, United Educators and other commonly used software packages
  • Operate standard office equipment to include personal computer and related software, copy machines, calculators and printers as required
  • Prepare check requests, reimbursement forms, purchasing card expenses, journal entries and invoice transmittal forms as needed by Student Living, Wellbeing and Belonging
  • Sort and distribute mail and deliveries to appropriate personnel in the SET suite
  • Work collaboratively with key constituents across campus to enhance collaboration, communication and effectiveness of Student Living, Wellbeing and Belonging, and associated programs and services
  • Ensure maintenance of all office equipment and order supplies, as needed
  • Organize and maintain departmental files
  • Prepare letters, reports, advertisements, and other related forms of written communication starting from rough draft to the final corrected copy, and ensuring correct formatting, spelling and grammar
  • Coordinate conference and travel arrangements for students and professional staff
  • Compile statistics, prepare reports, and create presentations as requested using various Microsoft Office applications, but specifically Microsoft Excel, Word, and PowerPoint
  • Provide additional support during opening and closing of student housing, summer conferences, and at other peak times throughout the year
  • Perform other duties as needed

MINIMUM QUALIFICATIONS (education/training and experience required):

Required:

  • 2 – 4 years of administrative experience in a service-oriented environment or any combination of experience, training or education, which provides the necessary skills and knowledge
  • Superior interpersonal skills with a demonstrated ability to interact confidently and effectively with students, support, and professional staff in a high-volume office
  • Mastery of Word, Excel, PowerPoint, desktop publishing, and internet search software capable of creating calendars, flyers and pamphlets
  • Willingness to become proficient using university software for budget management, residence hall management (StarRez), and confidential files (Maxient)
  • Strong or intermediate skills in database software applications such as Colleague
  • Excellent communication skills (i.e. grammar, vocabulary) to be applied to telephone and written communications such as email, letters, and memos
  • Commitment to professional standards of behavior

Preferred:

  • Bachelor’s degree
  • Experience working in a college or university office setting
  • Demonstrated knowledge and / or experience in working effectively with university students, staff and faculty
  • Prior experience in creating effective event marketing and promotions around student activities and events via social media platforms directly to students
  • Basic experience in event planning or a closely related field

PHYSICAL REQUIREMENTS AND/OR UNUSUAL HOURS: 

  • Evening and weekend hours are occasionally required
  • Lifting up to 25 lbs.
  • Frequent walking, standing and climbing stairs
  • Good manual dexterity
  • Ability to be mobile between workstation and other buildings on campus

All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, religion, color, national origin, age, sex, sexual orientation, disability status, or any other characteristic protected by applicable law. 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.

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 Law Schools located in Harrisburg, PA and Wilmington, DE. For more information about the university, please visit our website at www.widener.edu.

EOE M/F/V/D

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