Associate Dean of Sciences jobs in Pennsylvania

Join a vibrant campus community whose excellence is reflected in its diversity and student success. West Chester University of Pennsylvania’s College of the Sciences and Mathematics (CSM) invites applications for the position of Administrative Assistant to the Associate Dean (AA1).
   
West Chester University, a member of the Pennsylvania State System of Higher Education, 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; 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.

The College of the Sciences and Mathematics prepares students to be informed citizens and successful professionals, through academic programs and co-curricular experiences in the computational, mathematical, natural, and social sciences, as well as engineering. The College is comprised of the departments of Anthropology and Sociology, Biology, Biomedical Engineering, Chemistry, Computer Science, Geology and Astronomy, Mathematics, Physics and Engineering, Political Science, and Psychology and the Pre-Med and PPD programs.

Reporting to the Associate Dean, the Administrative Assistant serves as the main contact between the CSM and internal and external constituencies and fulfills a variety of administrative duties in direct support of the Associate Dean. This position establishes and maintains cooperative working relationships with ten departments, multiple programs, and a wide range of university offices that interact with the Associate Dean's office. The Administrative Assistant maintains an in-depth understanding of policies and procedures; serves as a resource for inquiries; creates and maintains databases; makes recommendations for changes in procedures, analysis, and reporting of information; assists in developing and managing communications; assists in setting priorities and works to ensure excellent service is provided to CSM constituents and that college goals are achieved. This position is a highly confidential assignment requiring the utmost respect and privacy.
 
The ideal candidate will demonstrate excellent customer service skills; the ability to work independently and manage multiple priorities in a fast-paced and high-volume environment; extensive experience with Microsoft Office Suite; the ability to communicate effectively across a diverse campus population of faculty, staff and students; and experience in higher education and student support.
 
  Responsibilities include:

• Screen and prioritize the Associate Dean's phone calls, emails, visitors, and requests for meetings
• Maintain and update the Associate Dean's electronic calendar 
• Coordinate many complex group meetings with faculty, administrators, and professionals from outside the University, often requiring extensive coordination and rescheduling
• Prepare materials for the Associate Dean as needed 
• Prepare letters, memoranda, minutes, agendas, reports, and proposals
• Design and format documents including pamphlets, posters, reports, charts, and surveys
• Coordinate and disperse communication materials from the Associate Dean's office
• Manage CSM files on document management systems including SharePoint and Teams
• Oversee the CSM Student Ambassador program including supporting recruitment and hiring, supervision of ambassador activities, and coordinating meetings
• Coordinate with CSM Associate and Assistant Deans on internal and external grants including their cycles, budgets, and scheduling processes
• Serve as a resource for all members of the College of the Sciences and Mathematics—especially department chairpersons and program directors on policies, procedures, and paperwork related to grants and other associated activities
• Routinely update and inform Department Chairs/Program Directors and the Associate Dean of deadlines by maintaining accurate records and timelines
• Collaborate with Associate Dean and campus partners to support enrollment needs 
• Work with IT to keep CSM website accurate and up to date 
• Communicate with college faculty about their scholarly work and promote updates on various platforms including the website, Instagram, and LinkedIn
• Complete other special projects as needed 

• Such training 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
• Attention to detail and accuracy
• Excellent oral and written communications, including the ability to compose straightforward, informational correspondence
• Strong organizational skills including creating, organizing, and maintaining electronic files and folders
• Demonstrated ability to handle sensitive issues, maintain confidentiality, and follow requirements with respect to the handling of confidential information

• Experience in an administrative or receptionist role
• Experience in higher education or student support
• Customer service experience
• Demonstrated experience utilizing Microsoft Office Suite to create complex reports and presentations
• Excellent written communication skills
• Experience handling confidential information
• Experience with higher education systems such as Banner, SAS, Peoplesoft, Nuventiv (TracDat), D2L, and OnBase
• Experience with grant management systems including InfoReady 

Review of applications will begin immediately and continue until the position is filled.

Candidates should apply online at https://www.schooljobs.com/careers/wcupa. Application materials must include a resume, cover letter and three professional references (all required for consideration).

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.