Administrative Support Specialist, Office of Student Engagement

Widener University; Chester (Delaware County); Hybrid; USD 42,000 - 56,000; Full time

Job summary

Widener University in Chester, PA seeks an Administrative Support Specialist in the Office of Student Engagement. You will anchor front-office operations, assist the Assistant Dean of Students, and supervise 15 student employees while acting as a Coursedog superuser.

You will manage reservations, prepare reports, process event requests, and support budget tracking with Microsoft tools, fostering campus belonging and retention.

Qualifications

• High School diploma or equivalent required.
• 2+ years administrative support experience.
• Proficiency with Microsoft Word, Excel, PowerPoint, Outlook, Teams.
• Experience with Datatel or Colleague database systems.
• Strong communication and customer service skills.

Responsibilities

• Serve as system administrator for Coursedog room reservation system and manage 2,000+ annual reservations.
• Prepare biweekly space utilization and reservation reports.
• Process 400+ student event requests per semester with accurate coordination.
• Provide front office administrative support and respond to inquiries.
• Schedule calendars for the Assistant Dean of Students and staff using Outlook.
• Coordinate meetings, meetings agendas, materials, and room setups.
• Compile statistics and create presentations using Excel, Word, and PowerPoint.
• Supervise 15 student employees and oversee payroll timecards biweekly.
• Assist with high-level departmental and divisional events, including evenings/weekends.
• Prepare financial transactions, including reimbursements and invoices.
• Maintain records and manage mail/packages.

Skills

Customer service

Communication

Interpersonal skills

Office administration

Microsoft Office

Education

High School diploma or equivalent

Bachelor's Degree preferred

Tools

Datatel/Colleague

Job description

Widener University is currently seeking an Administrative Support Specialist in the Office of Student Engagement. Reporting to the Assistant Dean of Students for Student Engagement, this role provides critical administrative and project management support to the operations of the Office of Student Engagement and helps to anchor the inclusive approach to campus engagement, belonging, and retention. In addition to supporting the Assistant Dean of Students, the Administrative Support Specialist will coordinate front-end student and department operations, provide project management support and coordination to 4 full-time professional staff, schedule and oversee a team of 15 student employees, and serve as a Coursedog software superuser.

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

Essential Duties:

• Serve as system administrator for the Coursedog room reservation system, reviewing and approving 2,000+ facility reservations annually; coordinate with campus constituents to ensure accurate event setup and logistics.
• Prepare and distribute biweekly space utilization and reservation reports to campus partners.
• Review, process, and approve 400+ student event requests per semester, ensuring accurate coordination within the student engagement platform.
• Provide front office administrative support, including managing the main phone line, responding to email and inperson inquiries, and delivering excellent customer service to the campus community.
• Schedule and maintain calendars for the Assistant Dean of Students and professional staff using Microsoft Outlook.
• Coordinate departmental meetings and events, including agenda preparation, presentation materials, correspondence, room setup, and refreshments.
• Compile statistics, generate reports, and create presentations using Microsoft Excel, Word, and PowerPoint.
• Schedule, supervise, and coordinate 15 student employees to ensure full frontoffice coverage; review and approve payroll timecards biweekly.
• Support selected high level departmental and divisional events, including limited evening or weekend commitments.
• Prepare and process financial transactions, including check requests, reimbursements, purchasing card reports, invoices, and journal entries.
• Maintain organized electronic and hardcopy departmental records and manage incoming mail and packages.
• Coordinate interdepartmental projects and meetings to support communication, collaboration, and timely completion.
• Oversee office operations, including equipment maintenance, supply ordering, and maintaining a professional office environment.
• Draft, edit, and finalize written communications such as letters, reports, advertisements, and forms.
• Coordinate travel and conference arrangements for students and professional staff.
• Reconcile departmental budgets, resolve discrepancies, and provide supporting data for annual budget development.
• Consult with campus partners to determine optimal event dates, locations, and room configurations; resolve scheduling conflicts and last-minute requests.
• Inspect meeting rooms and event setups to ensure accuracy and presentation standards are met.
• Participate in biweekly Facilities meetings and communicate event details and updates to relevant stakeholders.
• Coordinate with Information Technology Services on Coursedog system issues, updates, and troubleshooting.
• Update facility reservation documentation, department webpages, and online portals as needed.
• Perform other job-related duties as assigned or directed to support departmental needs and align with the mission, values and goals of the Office of Student Engagement and Widener University.

Secondary Responsibilities:

• Make routine operational decisions within established procedures; escalating non-routine issues to a supervisor as needed.
• Handle confidential information with discretion.
• Coordinate or provide input on student employee work assignments; supervisory decisions remain with leadership.
• Plan and manage moderately complex, varied tasks requiring analytical judgment and advance planning.
• Maintain frequent internal and external communication with campus and external partners.
• Work in a busy office environment with significant inperson, phone, and electronic interaction.
• Maintain mobility across campus buildings, including climbing stairs and standing or walking for extended periods.

MINIMUM QUALIFICATIONS (education/training and experience required):

Required:

• Valid state driver's license.
• High School diploma or equivalent.
• Two (2+) years of administrative support experience in a service-oriented environment. An equivalent combination of experience and education may be considered that provides the necessary skills and knowledge.
• Proficiency in most Microsoft applications including Word, Excel, PowerPoint, OneDrive, Outlook, Teams, and standard internet browsers.
• Intermediate database software skills in database (i.e. Datatel, Colleague).
• Excellent communication skills (i.e. grammar, vocabulary) to be applied to telephone and written communications such as email, letters, and memos.
• Superior interpersonal skills with a demonstrated ability to interact effectively with students, support, and professional staff in a high-volume office.
• Demonstrated commitment to providing excellent customer service.

Preferred:

• Bachelor's Degree from an accredited four-year institution.
• Four (4+) years of administrative support experience in a service-oriented environment or any combination of experience, training or education that provides the necessary skills and knowledge.
• Demonstrated knowledge and experience in the field of Student Affairs or Student Services related to campus engagement and programming.
• Experience using Datatel or Colleague database systems.
• Prior experience in creating effective event marketing and promotions around student activities and events via social media platforms directly to students.
• Basic experience in event planning or a closely related field.

Physical Requirements and / or Unusual Work Hours:

• Evening and weekend hours are occasionally required.
• Lifting up to 25 lbs.
• Frequent walking, standing and climbing stairs.
• Good manual dexterity.
• Ability to be mobile between workstation and other buildings on campus.

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