Senior Administrative Support Specialist

Widener University is currently seeking a Senior Administrative Support Specialist in the Division of Science. Reporting to the Associate Dean, this role supports the effective operation of the division by managing faculty communication, academic scheduling, and essential administrative processes to ensure smooth day-to-day academic operations and compliance with university procedures. Through accurate reporting, data management, and responsive support, this role enhances the efficiency of the division and contributes to the overall academic mission of the University.

Review of applications will begin immediately. Qualified candidates must submit a resume and cover letter for consideration with names of 3 references. Incomplete applications will not be considered. Only those selected to interview will be contacted.

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

Essential Duties:

• Provides comprehensive administrative support to the Associate Dean by managing communication with faculty, preparing materials, coordinating meetings, and maintaining accurate academic and administrative records
• Oversees academic scheduling processes by entering and updating course schedules, coordinating room reservations, maintaining faculty syllabi and CVs, and supporting faculty advising assignments and related academic operations
• Monitors and tracks program spending, adjunct and overload contract activity, and development fund expenditures, and manages all related financial processes, including travel expense forms, payment request vouchers, purchasing requisitions, P-card purchases, purchase orders, and expense reports
• Collects, analyzes, and maintains data for enrollment, retention, scheduling and contracts, faculty loads, student progress, and division planning, generating reports to support academic and operational decision-making
• Organizes and supports events and manages logistics such as scheduling, communication, space reservations, and event coordination needs
• Serves as a central point of contact for faculty, staff, students, and campus partners by responding to inquiries, providing guidance on administrative processes, and ensuring effective information flow within the division
• Oversees daily administrative operations by managing and ordering supplies and equipment, maintaining shared digital records, assisting with onboarding faculty and students, supervising student workers, coordinating access to facilities and supporting academic technology needs as appropriate
• Administers EvaluationKit each semester, tracks course evaluation completion, issues participation reminders, and provides faculty with finalized evaluation results
• Manages internal and external communication by maintaining and updating digital displays and overseeing social media presence and online engagement
  
  

Secondary Responsibilities:

• Works with Arts and Sciences Dean’s Office, as well as the various divisions, to support projects or assignments as needed
  
  

Division Specific Responsibilities:

Science

• Assist with lab access forms and after-hours coordination
  
  

MINIMUM QUALIFICATIONS (education/training and experience required) :

Required:

• High school diploma or equivalent
• Strong written and verbal communication skills
• Proficient in use of Microsoft Office applications including Copilot (AI assistant), Teams, Forms, OneDrive, Word, Excel, and PowerPoint.
• Ability to learn and use university systems and databases
• Excellent organizational skills with attention to detail and ability to multitask
• Ability to handle confidential information with discretion
• Ability to work independently and collaboratively, exercise sound judgement, and problem solve proactively in a fast-paced environment.
• A strong, service-oriented approach to assist students, faculty, staff and alumni in a professional and supportive manner.
  
  

Preferred:

• Associate’s or bachelor’s degree in a related field
• Experience in project coordination and event planning
• Experience using university platforms, such as Canvas, Ellucian Colleague, Intrinsic Informer, Coursedog, Involve, and EvaluationKit
  
  

PHYSICAL REQUIREMENTS AND/OR UNUSUAL HOURS:

• Ability to remain in a stationary position (e.g., sitting or standing) for extended periods of time
• Standard office environment with some hybrid work flexibility as approved by the Dean
• Ability to move about the office to access file cabinets, office equipment, and attend meetings
• Must be able to occasionally lift and move items weighing up to 30 pounds
  
  

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