Administrative Support Specialist – Office of Residence Life and…

Job Description

Widener University is currently seeking an Administrative Support Specialist in the Office of Residence Life & Student Conduct. This role will be responsible for a variety of administrative duties supporting the mission of the office and in creating a vibrant and exciting campus community. The Administrative Support Specialist will assist staff throughout the office with projects, facility… coordination, reports, budget and operations management, and responds to regular requests for information from the Office of Residence Life & Student Conduct.
DUTIES AND RESPONSIBILITIES (including, but not limited to):
Essential duties:
? Answer the main department telephone, answer inquiries, screen and route callers, and reply to questions in accordance with office procedures and policies;
? Manage the electronic calendar and scheduling function for the Assistant Dean of Students, and other department professional staff as needed
? Assist with the facilitation of department committee meetings including scheduling, agenda development, preparation of meeting correspondence, and the arrangement of refreshments
? Schedule and manage all student staff employees for the Office of Residence Life & Student Conduct under the direction of the Assistant Dean of Students; will recommend personnel decisions, but not carry out the final decisions
? Assist with facility usage requests by utilizing the 25Live software
? Maintain electronic departmental records using current technology including the Microsoft Office Suite, Outlook, Maxient, StarRez and other commonly used software packages
? Greet, screen and direct callers to appropriate staff members, answer telephone, take messages, screen calls and reply to questions in accordance with general instructions and office procedures and policies; transmit instructions and/or information to and from staff members
? Operate standard office equipment to include personal computer and related software, copy machines, calculators and printers as required
? Prepare all check requests, reimbursement forms, purchasing card expense reports, journal entries and invoice transmittal forms as needed by all areas in the Office of Residence Life & Student Conduct
? Screen, sort and distribute mail, packages, and documents accordingly; determine which items to respond to independently or which to bring to the Assistant Dean’s attention
? Work collaboratively with a wide variety of key constituents in multiple units and departments inside and outside the Division of Student Affairs to enhance departmental communications and effectiveness
? Ensure the proper maintenance of all office equipment and order supplies, as needed
? Organize and maintain all hard copy and electronic departmental files including all vendor correspondences and copies of important business paperwork
? Prepare letters, reports, advertisements, and other related forms of written communication starting from rough draft to the final corrected copy, and ensures correctness in 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
? Maintain applications, contracts, and other communication concerning Residence Assistants. Process weekly time sheets and other payroll related matters
? Provide additional support during opening and closing of student housing, summer conferences, and at other peak times throughout the year
? Manage high volume of office traffic and interaction with the campus community; maintain a clean and organized and professional appearance for all main office areas
? Consistently serve as an advocate for diversity and cross-cultural understanding to create a welcoming campus to all students
? Perform other duties as needed
MINIMUM QUALIFICATIONS (education/training and experience required):
Required:
? Valid state driver’s license
? 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
? 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 Datatel, Colleague
? Excellent communication skills (i.e. grammar, vocabulary) to be applied to telephone and written communications such as email, letters, and memos
? Superior interpersonal skills with a demonstrated ability to interact effectively with students, support, and professional staff in a high-volume office
Preferred:
? Bachelor’s degree
? Demonstrated knowledge and / or experience in Student Affairs, with student organizations, programming, and a commitment to professional standards of behavior
? 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 both Harrisburg and Wilmington. For more information about the university, please visit our website at
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