Administrative Assistant - Office of the President
Chester, PA 
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Posted 21 days ago
Job Description

Widener University is seeking an Administrative Assistant in the Office of the President. Reporting to the Director of Administrative Operations, this role is responsible for providing high-level support to all colleagues in the President's Office. This role will ensure critical processes and communications in support of the president and key members of the executive leadership team. Working with a high level of professionalism, attention to detail, process management, discretion, and confidentiality, this newly -created position will support the Chief Diversity Officer, among other colleagues in the Office of the President, focusing on event and meeting planning and management and general administrative tasks.

The President's Office has five team members - President Stacey Robertson, Chief Diversity Officer Micki Davis, Vice President and Chief of Staff Katie Herschede, Vice President for Enrollment Joe Howard, and Executive Administrator Kristen Quinn. As a new member of this team, you can expect to enjoy an exceptionally high degree of camaraderie, trust, productivity, efficiency, and commitment to excellence. The team is dedicated to diversity, equity, inclusion, and belonging, and to supporting students to achieve their highest aspirations.

The members of the team prioritize our mission of "empowering our community of learners to discover and create better futures" with a focus on agility and creating an exceptional student experience. Our team members enjoy a high level of creativity and autonomy in our office.

Why work at Widener? At Widener University, we strive to deliver a comprehensive benefit package developed to attract and retain talent. We offer employees the opportunity to participate in a variety of benefit program including health & welfare, retirement accounts, tuition programs at Widener University, life insurance, paid time off, and flexible work arrangements for many roles. This role has the potential for occasional flexible work once team member is onboarded.

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

Essential Duties:

  • Implement the principles and best practices of project management to plan and execute the President's and university's priority projects including but not limited to commencement, homecoming and other mission-critical projects.
  • Provide administrative support for the entire office, with primary responsibility for the Chief Diversity Officer including in her role as Director of Multicultural Student Affairs.
  • Provide high-level support for the daily operations of the President's Office team including but not limited to: phones, reports, student, alumni and donor contact.
  • Process payments, expense reports, and budget expenditures for the office.
  • Maintain calendars and schedule meetings for direct supervisors and team members
  • Screen and direct phone calls, respond to requests, open and distribute mail, monitor office email, maintain up-to-date files, organize and order supplies, coordinate travel arrangements and details, and assist with post-travel expense reports.
  • Prepare materials for internal and external meetings, circulate action items, and keep track of important tasks.
  • Provides high-level support for some key events, tracking RSVPs, staffing, registration, etc.

MINIMUM QUALIFICATIONS: (education/training and experience):

Required:

  • Minimum two (2+) years of experience in a high-level administrative support role with experience supporting multiple senior level roles.
  • High School Diploma or equivalent. A combination of education and experience may be considered.
  • Demonstrated expert skill level in Word, Excel, PowerPoint, Outlook and internet search software relevant to the position.
  • Excellent communication skills.
  • Demonstrated experience in event planning from inception through execution
  • Proven track record of customer service orientation and people skills.
  • Demonstrated ability to work collaboratively with colleagues across university.
  • Experience supporting multiple and varying level team members.
  • Experience in a high-volume, fast-paced environment.
  • Strong project management with keen attention to detail.
  • Demonstrated experience in expense tracking and budget controls.
  • Proven creative and resourceful approach to planning and execution.
  • Good judgment, discretion, and ability to maintain confidentiality.

Preferred:

  • 3-4 years' experience in high-level administrative support role
  • Associate, Bachelor's Degree or some advanced training
  • Experience in higher education environment
  • Strong event planning and project management skills
  • Experience supporting multiple senior-level roles

Physical Requirements and/or Unusual Work Hours:

  • Evening/weekend hours may be occasionally required to attend and assist in the execution of key events.
  • May need to sit or stand for extended periods of time.
  • Ability to spend long periods sitting behind computer, standing at events or moving across campus.

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

Successful candidates must share Widener's commitment to building an inclusive university community whose diversity enriches the lives of all members and where our students are prepared for living in a pluralistic and ever-changing world.

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 being fully vaccinated (including booster) against COVID-19 prior to employment or apply and be approved for a medical/religious exemption. Offers may be rescinded if new employee does not provide proof of being fully vaccinated 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 Law Schools located in both Harrisburg and Wilmington. For more information about the university, please visit our website at

EOE M/F/V/D

 

Job Summary
Start Date
As soon as possible
Employment Term and Type
Regular, Full Time
Required Education
High School or Equivalent
Required Experience
2 years
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