25-101 Office Assistant (CA2)- University Communications and Marketing

Join a vibrant campus community whose excellence is reflected in its diversity and student success. West Chester University of Pennsylvania's University Communications and Marketing invites applicants for the position of Office Assistant (CA2).  

West Chester University, a member of the Pennsylvania State System of Higher Education, is a public, comprehensive institution committed to offering high-quality undergraduate education, selected post-baccalaureate and graduate programs, and a variety of educational and cultural resources for its students, alumni, and citizens of southeastern Pennsylvania. We are a community of educators dedicated to developing graduates who succeed personally and professionally and contribute to the common good.

WCU proudly offers a positive and purposeful work environment; comprehensive employee benefits including health, vision, and dental insurance along with many wellness programs; a commitment to work-life balance including generous paid vacation, paid sick time, military leave and paid time off for most major holidays; and a University mission to support employee personal and professional growth including a tuition waiver for self and family members, training and development, and advancement opportunities.

University Communications and Marketing tells the compelling stories of WCU faculty, students, alumni, and staff across numerous media platforms and is dedicated to promoting and strengthening WCU's image on local, regional and national levels through strategic bran development, marketing, media relations, publication design & development, social media, and much more. 

Reporting to the Senior Associate Vice President for Communications and Marketing, the Office Assistant serves as the primary point of contact for the office, provides administrative support to five managers and the Communications Committee, and provides excellent customer service to students, faculty, staff, and other campus partners.

The ideal candidate values teamwork and will demonstrate strong organizational, problem-solving, and collaboration skills; customer service experience; and the ability to communicate effectively across a diverse population.

• Serve as first point of contact for students, faculty, parents, and campus partners including news reporters and marketing vendors
• Assist visitors with directions, parking regulations, parking passes and public events 
• Answer incoming calls
• Maintain department email accounts and respond to routine inquiries
• Provide information accurately and professionally
• Maintain and update electronic calendars 
• Maintain and monitor monthly budget reports 
• Schedule meetings and events including room reservations
• Contact media tracking source to purchase TV media placements and in preparation for posts on web page and social media (Facebook, Twitter, Instagram)
• Post events on calendars to increase the number of attendees
• Coordinate staff photographer schedule and schedule out-source photographers
• Coordinate, review, and prepare meeting minutes and other materials for distribution
• Compile clips count for the University
• Send “people of focus” links to the Foundation for the WCU magazine and donor generation 
• Maintain a count of media placements in written and digital publications, radio, and TV news outlets
• Generate and monitor payment requests for outsourced services and vendors
• Provide administrative support for the signing of contracts
• Update snow closing lists and contact media outlets 
• Oversee student worker and approve timesheets
• Submit Facilities, Public Safety, and IS&T work orders
• Administer departmental purchasing card(s)
• Distribute mail
• Order and maintain office supplies
• Perform other duties as assigned

• Six months as a Clerical Assistant 1 (Commonwealth title) OR
• Graduation from high school OR
• An equivalent combination of experience and training 
• Demonstrated proficiency in the use of Microsoft Office Suite including Outlook, Word, Excel, and Teams

Required knowledge, skills, and abilities:

• Knowledge of standard vocabulary and usage, spelling, grammar, and punctuation
• Ability to use an alphanumeric keyboard
• Ability to proofread information for conformance with prescribed standards
• Ability to sort and file information
• Ability to perform mathematical calculations
• Ability to follow oral instructions
• Ability to read and understand written materials
• Ability to communicate effectively orally
• Ability to communicate effectively in writing
• Ability to establish and maintain effective working relationships

• Experience in an administrative or receptionist role
• Demonstrated experience utilizing Microsoft Office Suite to manage calendars and reports
• Customer service experience
• Excellent written communication skills
• Experience with social media

Candidates should apply online at https://www.schooljobs.com/careers/wcupa. Application materials must include a resume, cover letter and three professional references (all required for consideration).

Applicants must successfully complete the interview process to be considered as a finalist.

Developing and sustaining a diverse faculty and staff advances WCU’s educational mission and Strategic Plan for Excellence. West Chester University is an Affirmative Action/Equal Opportunity Employer. Women, minorities, veterans, and persons with disabilities are encouraged to apply. 

All offers of employment are subject to and contingent upon satisfactory completion of all pre-employment background checks.