Administrative Assistant, School of Engineering

Widener University is currently seeking an Administrative Assistant to the Dean of Engineering who supports the School’s administrative processes and projects; monitors various budgets, accounts, and prepares financial reports; acts as primary or lead support position. Performs advanced Word and Excel processes; work effectively with all levels of internal management and staff, outside vendors, board members, and students. Handles confidential information.

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

Essential Duties:

• Provide reception services; schedule appointments, meetings, and travel.
• Maintain the Dean's and the School's calendars; screen, sort and distribute mail and documents.
• Organize and maintain paper and electronic filing systems; Initiate recurring administrative processes; Coordinate projects and assist in the completion of reports by researching and gathering required information. Prepare and proofread correspondence, reports, and other documents.
• Coordinate processes associated with work specific to the School and the Dean’s Office, such as working independently to organize processes involving multiple individuals or units, providing departmental services requiring the use of discretion and independent judgment in making decision that affect employees or students, and/or working with moderately complex and active financial accounts.
• Communicate, collect and organize information from the Dean to faculty, staff, students, other departments, boards, and/or public.
• Obtain equipment, services, and supplies needed by the School and/or office by maintaining an inventory of office supplies, purchasing computers, furniture, office supplies and equipment.
• Oversee multiple departmental accounts with active purchasing activities by reconciling accounts monthly, maintaining running balances of sub-accounts, and preparing financial reports which are relied on by the Dean for making financial decisions.
• Organize, coordinate, plan, and conduct School events by securing space, equipment and food, preparing invitations, announcements, agendas, brochures, and packets, purchasing awards, making travel arrangements and reservations, and overseeing the event as it occurs.
• Assist with employment processes by monitoring and maintaining credential files of candidates, preparing master files for search committees, preparing correspondence to candidates, entering required information into the search database, preparing correspondence to candidates, entering required information into the search database, preparing position authorization forms, and assisting new employees with processes associated with employment.
• Support the administrative business functions of the Office by maintaining databases, scheduling the use of conference rooms, and maintaining security of equipment, files, and records.
  
  

Secondary Responsibilities:

• Perform other job-related duties as assigned or directed to support departmental needs and align with the mission, values and goals of the School of Engineering and Widener University.
  
  

MINIMUM QUALIFICATIONS (education/training and experience required) :

Required:

• Five (5) to seven (7) years of relevant experience in a service oriented environment or any combination of experience, training or education, which provides the necessary skills, ability and knowledge.
• Strong computer skills.
• Proficiency in Microsoft Office, including Word, PowerPoint, Excel; internet research and social media.
• Working knowledge of, or the ability to learn and use database applications, the web content management system, administrative business systems, and other systems or applications that may be used within the University or department.
• Effective oral and written communication skills.
• Must be able to train, assign work, and review the work of full and part-time employees, and student workers.
• Demonstrated ability to perform accurate data entry. 
  
  

Preferred:

• Bachelor’s or Associate’s degree with relevant experience.
• Experience in maintaining complex electronic and paper filing systems and records, and make mathematical calculations.
• Maintaining, monitoring, preparing and reconciling financial records and accounts. 
• Project coordination experience.
• Keyboarding skills with speeds of at least 55 words per minute (wpm).
  
  

PHYSICAL REQUIREMENTS AND/OR UNUSUAL HOURS:

• Ability to sit at a desk or workstation and use a computer for extended periods (2 hours). Requires basic manual dexterity, the ability to lift up to 15 lbs., and mobility to move between the workstation and multiple campus buildings.
• Duties include routine standing, walking, climbing stairs, with occasional bending, stooping, or kneeling.
  
  

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.

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 www.widener.edu.

EOE M/F/V/D