Salary: $44,597.00 Annually
Location : West Chester University, PA
Job Type: Regular / Full-Time
Job Number: 23-199
Department: Finance & Administration
Division: Employee and Labor Relations
Opening Date: 06/27/2023
Closing Date: 7/12/2023 11:59 PM Eastern
Position Summary
Join a vibrant campus community whose excellence is reflected in its diversity and student success. West Chester University of Pennsylvania’s Compliance Department invites applicants for the position of Administrative Assistant.
West Chester University, a member of the Pennsylvania State System of Higher Education (PASSHE), is a public, comprehensive institution committed to offering high-quality undergraduate education, selected post-baccalaureate and graduate programs, and a variety of educational and cultural resources for its students, alumni, and citizens of southeastern Pennsylvania. We are a community of educators dedicated to developing graduates who succeed personally and professionally and contribute to the common good.
WCU proudly offers a positive and purposeful work environment; comprehensive employee benefits including health, vision, and dental insurance along with many wellness programs; generous retirement plans, a commitment to work-life balance including generous paid vacation, paid sick time, military leave and paid time off for most major holidays; and a University mission to support employee personal and professional growth including a tuition waiver for self and family members, training and development, and advancement opportunities.
As part of the Office for Employee and Labor Relations, the Compliance Department manages the background clearance process for the University as required by PASSHE’s Board of Governor’s Policy. As part of the Protection of Minors policy, all prospective employees and current employees, including student employees and volunteers, are required to obtain criminal background clearances on a cycle of every five years. All WCU administrators, faculty, coaches, staff, student workers, independent contractors, and volunteers are mandatory reporters, a person obligated by PA law to report child abuse in situations where there is reasonable cause to suspect child abuse, and training is required.
As a key Employee and Labor Relations team contributor, the Administrative Assistant provides support to the Compliance team, faculty, staff, and students and university business partners in a fast-paced customer service environment. This position also schedules and completes on-site fingerprinting.
The ideal candidate will demonstrate excellent customer service skills; experience using fingerprinting equipment; an Understanding of Act 153 requirements; strong organizational and problem-solving skills; the ability to manage multiple priorities; and the ability to communicate effectively across a diverse population.
Responsibilities include:
- Serve as first point of contact for students, faculty, staff, and visitors
- Answer incoming calls
- Maintain department email accounts and respond to routine inquiries
- Provide information for student, faculty, staff and other campus partners
- Assist students, staff and faculty with clearance policies and processes
- Schedule individual fingerprinting appointments
- Coordinate walk-in hours for fingerprinting
- Complete fingerprinting for faculty, staff, and student employees, volunteers, and others subject to background screening
- Order background clearance checks
- Review registration for each camp for compliance
- Answer questions regarding camp compliance
- Maintain electronic files, record-keeping procedures, and spreadsheets
- Monitor compliance, reordering, and following up with employees in need of renewal
- Send email reminders and follow up with individuals regarding background check renewals
- Track completion of required background checks and related information for of all university employees, applicants, student workers, vendors, and volunteers who have contact with minors
- Track background check completion data in SAP and PeopleSoft
- Follow up with employees, applicants, student workers, vendors, volunteers, and departmental contacts
- Prepare a variety of communication including letters and emails as needed
- Work with the Employee and Labor Relations Department as needed with expired clearances
- Assist with website updates, changes, and organization
- File hard copies of clearances
- Assist with front desk coverage
- Perform other related duties as assigned
Minimum Qualifications
- Such training as may have been gained through a four-year college or university OR any equivalent combination of experience and training
- Demonstrated proficiency in Microsoft Office including Outlook, Word, and Excel
Required Knowledge, Skills & Abilities:
- Associate degree or higher preferred
- Some knowledge of the principles and practices of public administration
- Some knowledge of the sources of information, methods, and techniques used in administrative research
- Ability to carry out, with some supervision, staff assignments requiring the organization of material and development of procedures
- Demonstrated ability to handle sensitive issues and correspondence with confidentiality and discretion
- Ability to comprehend and apply office procedures
Essential duties:
- Ability to stand for eight hours
- Ability to operate a fingerprinting machine
Preferred Qualifications
- Experience in an administrative or receptionist role
- Experience in higher education
- Student support experience
- Excellent written communication skills
- Experience with student information systems and document management systems used in higher education such as SAP, PeopleSoft, Banner, DocuSign and Bookings
- Experience using fingerprinting equipment
- Understanding of Act 153 requirements
Special Instructions
Candidates should apply online at Application allows for cover letter and resume (both required for consideration).
Review of applications will begin immediately.
Applicants must successfully complete the interview process to be considered as a finalist.
Developing and sustaining a diverse faculty and staff advances WCU’s educational mission and strategic Plan for Excellence. West Chester University is an Affirmative Action/Equal Opportunity Employer. Women, minorities, veterans, and persons with disabilities are encouraged to apply.
All offers of employment are subject to and contingent upon satisfactory completion of all pre-employment background checks.
WCU proudly offers comprehensive employee benefits including health, vision, and dental insurance, generous retirement plans, many wellness programs, a tuition waiver for self and family members, and training, development and advancement opportunities.
- On the first working day, new employees are eligible to enroll in medical benefit plans and can choose between two PPO plans or an HMO plan.
- Supplemental dental, vision, hearing and prescription coverage is also offered to employees.
- The Get Healthy Wellness program rewards participants with reduced health care premiums and provides tools and resources to maintain good health.
- Flexible spending accounts allow employees to withhold income from their paychecks before taxes for reimbursement of approved medical and dependent care expenses.
- A University mission to support employee personal and professional growth.
- PASSHE tuition waiver lowers the cost of college expenses.
- Leave and time-off benefits include generous paid vacation, paid sick time, military leave and paid time off for most major holidays.
- Choice of two group retirement plans with generous employer contributions.
- Voluntary retirement plans offer two additional options to save and invest money for retirement and are available to all employees upon their date of hire.
- Group life insurance is provided at no cost to all permanent employees.
- Voluntary long-term disability insurance (LTD) and voluntary group life and personal accident insurance (VGLIP/AD&D) are available to employees.
- State Employee Assistance Program (SEAP) provides a wide range of free services including counseling, legal, and financial services.
For additional benefit details please see the PASSHE EMPLOYEE BENEFITS PAGE .
Theinformation is provided for general purposes only. Legal Plan Documents will govern any discrepancies that may arise. Benefits, benefit levels, and eligibility rules are subject to change. The benefits described are available to most employees; however, certain eligibility requirements must be met.