Coordinating Support Specialist

Widener University; Chester (Delaware County); Hybrid; USD 38,000 - 52,000; Full time

Benefits offered by this job

Hybrid work option

Equal employment opportunity

Job summary

Widener University is seeking a Coordinating Support Specialist to assist the Institute Graduate Clinical Psychology and College Administrative Team in Chester, PA. The role involves handling communications, coordinating calendars, and supporting various programs across departments.

The position requires strong interpersonal skills, office software proficiency, and ability to manage multiple tasks with discretion, integrity, and attention to detail.

Qualifications

• High school diploma or GED required.
• 1+ year of administrative support experience in a service-oriented environment.
• Proficiency with PC software and internet; MS Office suite.
• Ability to learn university systems (Datatel; Colleague; Slate; Office365; Teams; OneDrive).
• Familiarity with LMS (Canvas) and teleconferencing (Zoom).
• Strong interpersonal and written communication skills.

Responsibilities

• Establish a welcoming environment for Institute and College teams.
• Serve as first point of contact for communications.
• Organize information for calendars, syllabi, faculty schedules, and registrations.
• Assist in data collection for accreditation reports.
• Help manage budgets, contracts, and supplies.
• Coordinate new student orientation and events.
• Support scholarship applications and awards.
• Oversee graduation processing and licensure verification.
• Support Graduate Assistants and Student Workers.
• Monitor facilities and keep spaces clean.

Skills

Interpersonal communication

Microsoft Office

Data entry

Budget assistance

Education

High School Diploma

1+ year administrative experience

Tools

Datatel

Colleague

Slate

Office365

Teams

OneDrive

Canvas

Zoom

Job description

he Coordinating Support Specialist in the College of Health and Human Services reports to the Director of Institute Graduate Clinical Psychology in the College and provides support to interprofessional spaces, curriculum, events, and clinics within the college and across campus. The College, which has a focus on interprofessional education, service, and research, houses programs in clinical psychology, education, human sexuality, occupational therapy, physical therapy, physician assistant, speech-language pathology and social work.

As Coordinating Support Specialist for the interprofessional endeavors of the college, decisions will affect operations and functions of various units within the college and require superior interpersonal and collaborative skills. Duties are moderately complex & varied, and analytic ability is required. The position requires time management, multi-tasking, and future planning skills as well as handling confidential information with integrity.

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

Essential Duties:

• Establish a welcoming, inclusive environment for all constituents of the Institute and College Administrative Team through effective communication and interactions with persons of diverse backgrounds and abilities.
• Serve a first point of contact for communications with the Institute. Handles communications in a professional manner, responds to inquiries, screens and directs callers appropriately.
• Communicate, collect and organize all information that contributes to smooth operation of the Institute included by not limited to cohort schedules, Institute, College, and University calendars, course syllabi, faculty schedules, course evaluations, and student registration.
• Participate in the collection and synthesis of data needed for accreditation reports.
• Work with the Program Director and College Administrative Team to manage budget, faculty adjunct and overload contracts.
• Work with Program Director for the ordering of office & instructional supplies, book orders, special orders, and processing of expense reports.
• Organize new student orientation and events, graduation banquet, and other special events significant to the Institute and across the College
• Support the Program Director in the management of scholarship applications and awards.
• Manage graduation processing and licensure verification for students within the Institute
• Monitor Graduate Assistants and Student Workers within the Institute.
• Oversee physical plant and housekeeping of relevant spaces.
• Maintain calendar, appointments and meetings for the Institute Program Director.

Secondary Responsibilities:

• Support all members of the College Administrative Team in tasks as needed.
• Work collaboratively with the Team to contribute to a positive work environment.
• Serve on specific College Administrative Teams as indicated.
• Assist in the coordination of College special events 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 Institute Graduate Clinical Psychology and Widener University.

MINIMUM QUALIFICATIONS (education/training and experience required):

Required:

• High school diploma or general education degree.
• One (1+) year of administrative assistant experience in a service-oriented environment or any combination of experience, training or education, which provides the necessary skills, ability and knowledge.
• Prior experience in use of personal computers, applicable software and the internet; intermediate to advanced proficiency in Microsoft Office.
• Ability to perform basic arithmetic functions, bookkeeping, basic accounting, and basic statistics including programming of Excel spreadsheets
• Competence with data entry and ability to learn university systems, Datatel, Colleague, Slate, Office365, Teams, and OneDrive.
• Ability to navigate web-based programs including, but not limited to, learning management system (Canvas) and teleconference software (Zoom).
• Superior interpersonal skills and oral and written communication skills.

Preferred:

• Three (3+) years of administrative support experience in a service-oriented environment.

PHYSICAL REQUIREMENTS AND/OR UNUSUAL HOURS:

• Ability to sit and work at computer for long periods.
• Ability to conduct business on phone and answer in a timely manner.
• Ability to move between offices, floors and buildings on campus.
• Some evenings and weekends may be required for events.

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