Job Description

Job Description

Job Description

Summary

The Administrative Assistant (AA) provides support for and manages administrative functions of the Department of Campus & Public Safety (CPS). The AA assists CPS and staff with scheduling, departmental projects, programs, events, marketing, and serves as the receptionist and public representative for the Director and of CPS. This is a 12-month position.

Duties and Responsibilities

• Serve as Initial point of contact and representative of the Department of Campus & Public Safety. Communicate and coordinate with people needing to meet or talk with the Director and/or staff in the department including students, staff, faculty, visitors, and outside vendors.
• Conduct reception and registration functions for individuals visiting the offices of the Director.
• Provide support for and work directly on Department projects and business including parking passes, building access and other core and existing or new safety initiatives.
• Serve as administrative support for the campus-wide Safety Committee. Appropriately answer the telephone, screen calls, respond to emails, and relay messages that may consist of sensitive and protected information.
• Operate and conduct themselves in accordance with CPS Core Values.
• Focus on customer service and student-centered care and support
• Perform office duties including handling mail, completing requisitions, work orders and purchase orders, assisting with budget management for the office, maintaining inventory of equipment, ordering office equipment and supplies for the department as needed.
• Assist with the creation and distribution of communication announcements and publicity for Campus & Public Safety programs, duties and functions.
• Establish and maintain good rapport with campus departments including Student Life, Residence Life, Information/Technology Services, Dining Service, Facility Services, the Business Office, etc.
• Maintain and update the CPS website and calendar of events.
• Other responsibilities as assigned by the Director.

Qualifications

• Ability to make administrative and procedural decisions and judgments on sensitive, confidential issues.
• Must have excellent interpersonal and communication skills (verbal and written) and the ability to work effectively with a wide range of constituencies - both internally and externally.
• Adaptability for changing situations and ability to multi-task.
• High school graduate or equivalent, some college level coursework preferred.
• Secretarial experience in a police, security, or academic setting preferred.
• Proficiency and understanding of Microsoft applications: Word, Excel and PowerPoint, and ability to quickly learn other software applications.
• Ability to work independently, exercise good judgment and to maintain strict confidentiality.
• Demonstrated ability to plan and organize standard office procedures.
• Communicate students' concerns to Campus & Public Safety staff as warranted, often needing to recognize what situations may be urgent or not.

Interpersonal Skills

• Help visitors feel at ease during their visit to the Department of Campus & Public Safety, no matter the nature of their visit.
• Handle telephone calls and emails from students, staff, faculty, and parents with great sensitivity and confidentiality.
• Establish a good working relationship with the staff in the Department.
• Proud to represent CPS in a sensitive but confident and professional manner in all respects.
• Able to read and follow policy and understand chain-of-command.
• Enjoy being part of a unique community and a close-knit team.

Supervisory Duties

This position has no supervisory responsibilities

Disclaimer

The above declarations are not intended to be an all-inclusive list of the duties and responsibilities of the position described, nor are they intended to be such a listing of the skills and abilities required to do the job. Rather, they are intended only to describe the general nature of the position.

Job Description Status The duties and responsibilities listed in this job description are illustrative ones anticipated for this position. Other duties and responsibilities may be assigned as required. Washington & Jefferson College reserves the right to amend or change this job description to meet the needs of its programs. This job description and any attachments do not constitute or represent a contract.

Application Instructions

Apply for this job at Please submit a cover letter and resume. It is recommended that all documents be in PDF format and uploaded at one time. Review of applications will begin immediately.

Employee Benefits

Washington & Jefferson College offers a comprehensive benefit package for benefit eligible employees; including health, vision, and dental coverage, group life insurance, AD&D and LTD coverage, retirement plan, generous leave time, and the tuition benefit programs. These benefits add significantly to the employee's total compensation package.

Getting to Know W&J

Washington & Jefferson College is the best of both worlds: a small-town college setting in historic Washington, Pa., with easy access to the bustling business and cultural districts of nearby Pittsburgh, Pa. just 30 miles to the north. Founded in 1781, W&J College is a private, residential liberal arts college that is focused on student success. Our dedicated, experienced professors are passionate about teaching and work closely with our students to ensure that they receive a quality, comprehensive education. For more than 200 years, our alumni have influenced change in business, politics, medicine, and the arts and sciences as CEOs, lawyers, doctors, researchers, writers, teachers, and in many other equally worthy professions.

Celebrating Diversity

Washington & Jefferson College welcomes people of all backgrounds and beliefs who wish to participate in a diverse educational community. The College strives to be a place where all students, faculty, administrators and employees are able to live, study and work in an atmosphere free from bias and harassment. The College encourages civil debate and lively exchange of ideas in the belief that such exchanges promote understanding that will grow beyond simple tolerance of difference to embracing and celebrating the richness of diversity. Our graduates acquire knowledge and learn skills that help them thrive in a culturally diverse world.

Equal Opportunity Employer

Washington & Jefferson College (W&J) is committed to increasing diversity in our community and actively pursues individuals from all backgrounds. Additionally, W&J College complies with all applicable federal, state and local laws and provides equal opportunity in all educational programs and activities, admission of students and conditions of employment for all qualified individuals regardless of race, color, sex, religion, age, disability, sexual orientation, protected veteran status, gender identity, or national origin.

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