Administrative Assistant

The Chronicle Of Higher Education, Inc.; Washington (Washington County); On-site; USD 42,000 - 60,000; Full time

Benefits offered by this job

Health, vision, and dental coverage

Retirement plan

Generous leave time

Tuition benefit programs

Job summary

Washington & Jefferson College is seeking a highly organized Administrative Assistant to support the Business & Finance division. This role provides executive support to the Vice President for Business & Finance and assists with Accounts Payable, Student Accounts, and daily office operations.

You will be the primary point of contact for students, families, faculty, staff, vendors, and partners, ensuring efficient processing and confidentiality in a fast-paced college environment.

Qualifications

• High School diploma required; associate degree preferred.
• 3+ years of progressively responsible administrative support experience.
• Strong proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Ability to maintain confidentiality and exercise professional judgment.
• Experience in higher education or finance environments preferred.

Responsibilities

• Serve as the primary front-office coordinator for the Business & Finance division.
• Provide exceptional customer service to students, families, faculty, staff, vendors, and visitors.
• Coordinate administrative workflows and support efficient office operations across the division.
• Assist with Accounts Payable, Student Accounts, travel arrangements, expense reimbursements, and executive communications.

Skills

Microsoft Office Suite

Customer service

Organization

Communication

Confidentiality

Education

High school diploma

Associate degree preferred

Tools

ERP systems

Financial software

Student information systems

Job description

Summary

Washington & Jefferson College seeks a highly organized,service-oriented Administrative Assistant to support the dailyoperations of the Business & Finance division. This positionserves as a key operational and administrative resource for theBusiness Office, providing executive support to the Vice Presidentfor Business & Finance while assisting with Accounts Payable,Student Accounts, customer service, records management, anddepartmental workflow coordination.

The Administrative Assistant serves as a primary point of contactfor students, families, faculty, staff, vendors, and externalpartners and plays a critical role in ensuring efficient day-to-daybusiness office operations.

Duties and Responsibilities

Business Office Operations

• Serve as the primary front-office coordinator for the Business& Finance division.
• Provide exceptional customer service to students, families,faculty, staff, vendors, and visitors.
• Coordinate administrative workflows and support efficientoffice operations across the division.
• Prepare correspondence, reports, presentations, and otheradministrative documents.
• Maintain departmental records, filing systems, and documentretention procedures.
• Coordinate office supplies, equipment, and purchasingneeds.
• Assist with departmental communications and operationalinitiatives.
• Support the implementation of process improvements and officeefficiency efforts.
• Maintain confidentiality when handling sensitive financial,personnel, and student information.

Administrative Support

• Manage calendars, appointments, and scheduling for the VicePresident for Business & Finance.
• Coordinate meetings, conference calls, events, and relatedlogistics.
• Assist with travel arrangements, registrations, expensereimbursements, and executive correspondence.
• Serve as a liaison between the Business Office and internal andexternal constituents.

Accounts Payable and Student Accounts Support

• Provide administrative support to the Accounts Payable andStudent Accounts functions within the Business Office.
• Prepare and enter Accounts Payable vouchers, ensuringappropriate supporting documentation and approvals are obtainedprior to processing.
• Assist with routing invoices, payment requests, andreimbursement documentation through established approvalworkflows.
• Support vendor onboarding activities and maintain vendorrecords and related documentation.
• Maintain organized records related to vendor payments, studentaccounts, and departmental transactions.
• Respond to routine inquiries from students, families,employees, and vendors, directing more complex matters toappropriate staff.
• Assist with the preparation and distribution of routinebilling, payment, and account-related communications.
• Monitor shared departmental email accounts and route inquiriesappropriately.
• Support registration, billing, and other high-volumeoperational periods requiring enhanced customer service.
• Assist with gathering documentation and maintaining records foraudits, compliance reviews, and annual reporting processes.
• Support special projects, data entry, mailings, and generaladministrative activities within the Business Office.

Qualifications

Required Qualifications

• High school diploma required; associate degree preferred.
• Three or more years of progressively responsible administrativesupport experience.
• Strong proficiency with Microsoft Office Suite, includingOutlook, Word, Excel, PowerPoint, and Teams.
• Excellent organizational, communication, and customer serviceskills.
• Ability to maintain confidentiality and exercise professionaljudgment.
• Strong attention to detail and accuracy.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.

Preferred Qualifications

• Experience in higher education, finance, accounting, businessoperations, or customer service environments.
• Familiarity with ERP systems, financial software, and studentinformation systems.
• Experience supporting senior administrators or complex officeoperations.

Supervisory Duties

This position does not involve supervisory responsibility.

Disclaimer

The above declarations are not intended to be an all-inclusive listof the duties and responsibilities of the position described, norare they intended to be such a listing of the skills and abilitiesrequired to do the job. Rather, they are intended only to describethe general nature of the position.

Job Description Status

The duties and responsibilities listed in this job description areillustrative ones anticipated for this position. Other duties andresponsibilities may be assigned as required. Washington &Jefferson College reserves the right to amend or change this jobdescription to meet the needs of its programs. This job descriptionand any attachments do not constitute or represent acontract.

Employee Benefits

• health, vision,and dental coverage
• group life insurance
• AD&D and LTDcoverage
• retirement plan
• generous leave time
• the tuitionbenefit programs

Getting to Know W&J

Washington & Jefferson College is the best of both worlds: a small-town college setting in historic Washington, Pa., with easyaccess to the bustling business and cultural districts of nearbyPittsburgh, 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, experiencedprofessors are passionate about teaching and work closely with ourstudents to ensure that they receive a quality, comprehensiveeducation. For more than 200 years, our alumni have influencedchange in business, politics, medicine, and the arts and sciencesas CEOs, lawyers, doctors, researchers, writers, teachers, and inmany other equally worthy professions.

Celebrating Community

Washington & Jefferson College welcomes people of allbackgrounds and beliefs who wish to participate in a diverseeducational community. The College strives to be a place where allstudents, faculty, administrators and employees are able to live,study and work in an atmosphere free from bias and harassment. TheCollege encourages civil debate and lively exchange of ideas in thebelief that such exchanges promote understanding that will growbeyond simple tolerance of difference to embracing and celebratingthe richness of diversity. Our graduates acquire knowledge andlearn skills that help them thrive in a culturally diverseworld.

Equal Opportunity Employer

Washington & Jefferson College (W&J) complies with allapplicable federal, state and local laws and provides equalopportunity in all educational programs and activities, admissionof students and conditions of employment for all qualifiedindividuals regardless of race, color, sex, religion, age,disability, sexual orientation, protected veteran status, genderidentity, or national origin.