Description

West Chester University Foundation Administrative Assistant/Building Manager

The West Chester University Foundation engages donors and other partners to drive student success. We secure funding that helps West Chester University students achieve more. More about the WCU Foundation can be found at www.wcufoundation.org.

The West Chester University Foundation is currently looking for an Administrative Assistant/Building Manager to join our team. The Administrative Assistant/Building Manager provides high-level administrative support to the CFO and the Finance Team. Additionally, the Administrative Assistant/Building Manager is responsible for ensuring efficient building operations by providing general office, building and project support.

Essential Job Functions: 

Administrative Assistant:

• Provides support to the CFO and the Finance Team with administrative and basic accounting tasks.
• Facilitates the efficient utilization of the Chief Financial Officer through development and coordination of a complex calendar of appointments, meetings, Board of Trustees, University leadership and vendors.
• Anticipates the needs of CFO by providing advanced administrative support including calendar support, scheduling meetings, organizing materials including PowerPoint presentations, and taking minutes for requested meetings.
• Serves as liaison between the CFO and the Board of Trustees, donors, staff and external inquiries to ensure streamlining of workflow and communication.
• Works closely with the CFO in proofreading and compiling materials for Foundation Trustee meetings.
• Promotes a positive image of WCUF by greeting visitors to the CFO’s office, responding to inquiries, referring inquiries or problems to the appropriate office or person, resolving problems and following up to determine satisfaction.
• Provides support for the preparation of correspondence for distribution of approval and signature, checking documents for completeness and accuracy.
• Provides support for the completion and processing of various expense disbursements and invoices.

Building Manager:

• Serve as point person in the office to handle facility issues.
• Oversee the maintenance and operation of the WCUF building.
• Manage the maintenance request process, ensuring that staff requests are streamlined and handled by maintenance staff in an expedient manner.
• Schedule and attend regular walk throughs of the WCUF building with the maintenance staff.
• Maintain project task list and time tracker for maintenance staff.
• Coordinate and supervise facility improvement projects, scheduling within the calendar of events.
• Work with the CFO and Executive Director to schedule building improvement projects and preventative maintenance.
• Maintain office efficiency by overseeing supplies and equipment by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
• Assist with onboarding and offboarding employees.
• Other special projects/duties as assigned.

Qualifications

Job Requirements/Qualifications: 

• A college degree preferred or any equivalent combination of training and work experience which provides the required knowledge, skill and abilities.
• 2-3 years of related experience required. Previous finance or accounting experience preferred.
• Ability to clearly communicate by email, phone, or in person to obtain and deliver detailed information.
• Ability to present complex information in a form that is easily understood by various audiences.
• Ability to work well with all levels of internal management and staff, as well as outside clients and vendors.
• Evidence of the practice of a high level of confidentiality. Ability to act with integrity and professionalism.
• Notice, interpret, and anticipate other’s concerns or feelings, and communicate this awareness empathetically to others. 
• Ability to make recommendations to effectively resolve problems or issues, by using judgment that is consistent with standards, practices, policies, procedures, regulation, or government law.
• Ability to anticipate the implications and consequences of situations and take appropriate action and be prepared for possible contingencies.
• Ability to work independently, and to organize and prioritize work.
• Ability to build collaborative relationships.
• Proficiency in MS Office (Word, Excel, PowerPoint and Outlook, Teams).

Typical Work Conditions: 

• Work is performed in an office and/or remote environment based on managers discretion.
• Extensive time sitting in front of a screen and using a keyboard.
• Use of personal devices (cell phone, personal computer, etc.…) may be necessary on occasion to maintain business operations.
• May work additional hours as needed.

Typical Physical Demands: 

• Regular use of hands to manipulate office tools and equipment, phones and computer keyboard.
• May lift and move office supplies up to 20 pounds.
• May stand, reach with hands and arms, stoop, and squat to file.
• Sit for extended periods of time.
• See to read a variety of materials.
• Hear and speak to exchange information.

We are pleased to offer a competitive salary of $50,000 - $55,000/year commensurate with experience and ability and includes full benefit package such as paid time off, medical, dental and life insurance, and employer contribution to retirement plan. For details on available benefits, please refer to the Benefits Summary on our website http://www.wcufoundation.org/careers. No relocation assistance is available for this position.

To be considered for this position you will need to apply via our website, www.wcufoundation.org/careers. Applicants must include:

• Cover letter

• Resume

• Three (3) professional references including name, email address and work relationship

• Salary requirements

West Chester University Foundation is an Equal Opportunity Employer. Applicants for positions are considered without regard to race, creed, color, country of origin, sex, age, citizenship, disability, sexual orientation or any other protected characteristics established by law.