Administrative Support Specialist

5 months ago

Cheshire, United Kingdom Widener University Full time

Widener University is currently seeking an Administrative Support Specialist in the Office of Student Engagement. Reporting to the Assistant Dean of Students for the Student Engagement, this role provides critical administrative and project management support to the operations of the Office of Student Engagement and helps to anchor our inclusive approach to campus engagement, belonging, and retention. In addition to supporting the Assistant Dean of Students, the Administrative Support Specialist will coordinate front-end student and department operations, provide project management support and coordination to 4 full-time professional staff, schedule and oversee a team of 15 student employees, and serve as a 25Live Pro campus software superuser.

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

Essential duties:

Serve as a system administrator for the 25Live Pro room reservation system by CollegeNet to review and approve 2,000+ facility reservation requests including frequent correspondence with campus constituents to ensure the proper setup for all approved events; draft and distribute bi-weekly space utilization reports detailing room and resource usage data to select campus partners and constituents. Coordinate front-end department operations by delivering an excellent guest experience to all members of the campus community including answering the main department telephone, directing calls and messages, and responding to email, in-person, and online inquiries about department services. Review, process, and approve 400+ student event requests per semester to ensure proper workflow coordination with the designated student engagement platform including all necessary follow up to confirm event details and revisions. Schedule and confirm calendar appointments for the Assistant Dean of Students, and other department professional staff, as needed, using Microsoft Outlook. Coordinate department meetings and prepare meeting materials including agenda development, presentation slides, participant correspondence, and refreshments. Compile statistics, prepare reports, and create presentations as requested using various Microsoft Office applications, but specifically Microsoft Excel, Word, and PowerPoint. Coordinate and schedule 15 student employees for the Office of Student Engagement under the direction of the Assistant Dean of Students to ensure 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 a limited number of high-level department or division events or meetings—occasionally occurring in the evening or on the weekend outside of normal business hours. Prepare and process all check requests, reimbursement forms, purchasing card expense reports, journal entries and invoices as needed by all areas in the Office of Student Engagement. Organize and maintain all hard copy and electronic departmental files including all vendor correspondences and copies of important business paperwork. Screen and distribute department mail, packages, and documents accordingly. Coordinate and execute inter-departmental projects and meetings to ensure effective communication, collaboration, and completion. Coordinate the proper maintenance of all office equipment and order supplies within budget parameters, as needed. Prepare letters, reports, advertisements, and other related forms of written communication starting from rough draft to the final corrected copy, and ensure 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 all departmental budgets as needed; investigate and correct any financial discrepancies; provide all necessary information used to build the annual department budget. Manage a high volume of office traffic and interactions with the campus community Maintain a clean, organized, and professional appearance in all main office areas Maintain and distribute space reservation files, reports, and requested changes Consult with members of the Campus Community to discuss meeting or event objectives and determine the most suitable date, time frame, location, and setup to achieve maximum guest satisfaction Check all meeting rooms and scheduled event setups for accuracy and neatness; manage scheduling conflicts and last-minute request as they arise Participate in bi-weekly Facilities meeting and communicate event details, requirements, and meeting minutes to all participants; prepare reservation reports for current and upcoming weeks Coordinate with Information Technology Services to troubleshoot 25Live software issues or schedule the installation of software updates and patches as needed Update Facility Reservation and Event Planning Guide, as needed Update all department webpages and online portals, as needed Perform other duties as needed and related to the functions of the Office of Student Engagement

SCOPE AND COMPLEXITY OF POSITION

Decisions are limited to daily work duties Duties are moderately complex and fairly varied. There is some analytic ability required. The incumbent has limited alternative actions and is expected to make routine decisions. A supervisor is available for non-basic questions Routinely handles confidential information Responsible for coordinating or leading the work of a group as required. May be asked for input regarding employees; all managerial and administrative decisions are handled by supervisor Position requires general knowledge of future work and projects requiring moderate planning Regular contact outside of the department or university involving a routine exchange of information with campus and external constituents. Usual office environment; routines sitting at a desk occasionally standing, bending, stooping or kneeling Must be mobile between workstation and numerous campus buildings, must be able to climb stairs Heavy walk-in traffic; high level of interaction with others in person; high level of interaction with others electronically or via telephone

MINIMUM QUALIFICATIONS (education/training and experience required):

Required:

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 (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. Demonstrated commitment to providing excellent customer service.

Preferred:

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 field 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

Physical Requirements and / or Unusual Work 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.

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 www.widener.edu.

EOE M/F/V/D

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