Administrative Support Specialist

3 weeks ago

Chester, Cheshire, United Kingdom Widener University Full time

Job Summary

The Administrative Support Specialist will provide critical administrative and project management support to the Office of Student Engagement at Widener University. This role will coordinate front-end student and department operations, provide project management support and coordination to full-time professional staff, schedule and oversee a team of student employees, and serve as a 25Live Pro campus software superuser.

Key Responsibilities

  • Serve as a system administrator for the 25Live Pro room reservation system, reviewing and approving facility reservation requests and drafting space utilization reports.
  • Coordinate front-end department operations, delivering an excellent guest experience to the campus community and responding to inquiries about department services.
  • Review, process, and approve student event requests, ensuring proper workflow coordination with the designated student engagement platform.
  • Schedule and confirm calendar appointments for the Assistant Dean of Students and other department professional staff.
  • Coordinate department meetings and prepare meeting materials, including agenda development and presentation slides.
  • Compile statistics, prepare reports, and create presentations using Microsoft Office applications.
  • Coordinate and schedule student employees for the Office of Student Engagement, ensuring full front office coverage during normal business hours.
  • Review and approve student employee payroll timecards on a bi-weekly basis.
  • Attend and provide support to high-level department or division events or meetings, occasionally occurring in the evening or on the weekend.
  • Prepare and process check requests, reimbursement forms, purchasing card expense reports, journal entries, and invoices as needed.
  • Organize and maintain departmental files, including vendor correspondences and copies of important business paperwork.
  • Screen and distribute department mail, packages, and documents accordingly.
  • Coordinate inter-departmental projects and meetings to ensure effective communication, collaboration, and completion.
  • Coordinate the proper maintenance of office equipment and order supplies within budget parameters.
  • Prepare letters, reports, advertisements, and other written communication, ensuring correctness in formatting, spelling, and grammar.
  • Coordinate conference and travel arrangements for students and professional staff.
  • Reconcile and maintain accurate and up-to-date records on departmental budgets, investigating and correcting any financial discrepancies.

Requirements

  • Valid state driver's license
  • High School diploma or equivalent
  • 2 years of administrative support experience in a service-oriented environment or any combination of experience, training, or education that provides the necessary skills and knowledge.
  • Demonstrated proficiency in most Microsoft applications, including Word, Excel, PowerPoint, OneDrive, Outlook, Teams, and standard internet browsers.
  • Intermediate database software skills in database (i.e., Datatel, Colleague).
  • Excellent communication skills to be applied to telephone and written communications.
  • Superior interpersonal skills to interact effectively with students, support, and professional staff in a high-volume office.
  • Demonstrated commitment to providing excellent customer service.

Preferred Qualifications

  • Bachelor's Degree from an accredited four-year institution
  • 4 years of administrative support experience in a service-oriented environment or any combination of experience, training, or education that provides the necessary skills and knowledge.
  • Demonstrated knowledge and experience in the field of Student Affairs or Student Services related to campus engagement and programming.
  • Experience using Datatel or Colleague database systems.
  • 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.

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