Executive Assistant

Cheyney University of Pennsylvania; Cheyney (PA); On-site; USD 42,000 - 52,000; Full time

Benefits offered by this job

Health insurance

Retirement plans

Paid time off & holidays

Job summary

Cheyney University of Pennsylvania is seeking an Executive Assistant for Academic Affairs to coordinate administrative operations for the Provost Office and academic leaders. The role requires strong organizational skills, self-direction, and the ability to manage multiple projects with accuracy and discretion.

The candidate will handle forms, onboarding, meeting coordination, minutes, and data reporting, while maintaining a professional and supportive office environment for Cheyney's faculty

Qualifications

• Associate’s degree required with 3+ years of Executive Assistant experience.
• Bachelor’s degree preferred for career progression.
• Strong organizational and communication skills essential.

Responsibilities

• Coordinate administrative operations for Provost Office and academic leaders.
• Process forms, manage calendars, and prepare official documents.
• Take minutes, track data on faculty and committees, and manage email inbox.
• Onboard new staff, coordinate meetings, and supervise student workers.

Skills

Executive support

Communication

MS Office

Multitasking

Data management

Education

Associate’s degree

Bachelor’s degree preferred

Tools

Ariba/SourcePoint

MS Word

Excel

PowerPoint

Job description

Proudly standing as the nation’s oldest HBCU, Cheyney University of Pennsylvania has been a stalwart and highly respected institution of higher education since our founding in 1837. For over 185 years our alumni have emerged as leaders and left their mark on the social, economic, and political history of Philadelphia, the surrounding region, the nation, and the world. Building on this legacy, the vision for Cheyney University is to become the premier model for academic excellence, character development, and social responsibility.

Here at Cheyney, we value scholarship, diversity, integrity, respect, and service. We are committed to maintaining a vibrant educational community that is dedicated to promoting scholarship and lifelong learning for its students, offering wide student access to resources to ensure an opportunity for all to acquire an education, encouraging freedom of thought and freedom from discrimination by ensuring a respectful environment, and provide outreach and service to external and constituent communities, demonstrating their understanding of the importance and value of service.

We’re looking for exceptional individuals who share our values, embrace our mission, recognize our potential, and covet the opportunity to continue to move our historic University forward.

Benefits

• CU proudly offers a positive and purposeful work environment
• comprehensive employee benefits including health, vision, and dental insurance along with many wellness programs
• generous retirement plans
• a commitment to work-life balance including generous paid vacation, paid sick time, military leave and paid time off for most major holidays
• 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 Executive Assistant for Academic Affairs coordinates administrative operations for all the academic leaders in the Office of the Provost, including the Provost, Manager of Academic Affairs Operations and any Associate or Assistant Provosts. This person is responsible for managing an office that supports the faculty and academic leaders of the university by maintaining a significant number of important documents and interacting with a vast array of people. Thus, the successful applicant will possess outstanding organizational skills, be self-directed and able to manage multiple projects. Moreover, the Executive Assistant will be expected to accomplish assigned duties in an efficient, effective, and competent manner and consistently act to uphold the best interests of Cheyney students and the university.

Primary Duties

• Processes student forms for academic actions including individualized instruction courses, host institution attendance, and student credit overload.
• Plans events hosted by the Provost’s Office and coordinates with catering, facilities and the business office as required.
• Helps onboard new Academic Affairs faculty and staff by ordering keys, directing new employees to HR for new hire paperwork, IT for IDs, laptops, and system access, to Public Safety for parking passes, and by coordinating with Facilities to determine office locations.
• Processes quotes/invoices through Ariba/SourcePoint after obtaining Provost approval.
• Takes minutes at APSCUF/Management Meet and Discuss meetings.
• Administers the Provost’s Office email inbox and distributes or responds to messages accordingly.
• Provides operational, administrative, and clerical support for the Provost, Dean of Faculty, Manager of Academic Affairs Operations, and any Assistant or Associate Provosts. Prepares documents, takes messages, manages calendars, greets visitors, orders office supplies, and maintains filing systems.
• Collects, maintains, and reports on data characterizing faculty demographics, credentials, performance, promotion, tenure, and review.
• Tracks/Updates the following: faculty new hires and email lists, faculty office hour forms, faculty syllabi, instructional equipment needs, student/athlete travel notifications, and excused student absence notifications.
• Takes minutes, acquires appropriate signatures on all official documents, and maintains official records for the Curriculum Committee and Academic Affairs Council.
• Coordinates faculty and committee meetings, prepares and disseminates meeting notes and announcements.
• Organizes facility use, meals, schedules and creates materials for faculty meetings.
• Supervises student workers.
• Represents the university in a professional manner to all constituencies and the public.
• Maintains a friendly and professional office atmosphere.
• Performs other duties as assigned.

Associate’s degree and at least three years’ experience as an Executive Assistant or similar position.

Preferred Qualifications

• Bachelor’s degree and/or equivalent experience working in a university setting.

Knowledge & Skills, Abilities

• Ability to make effective decisions.
• Strong communication skills, verbal and written.
• Ability to develop solutions to problems.
• Ability to organize and plan effectively.
• Ability to master attention to detail in analyzing and evaluating information.
• Ability to multi-task.
• Ability to interact with diverse publics in a friendly and welcoming manner.
• Ability to work effectively in a team environment.
• Must have a high level of proficiency in Microsoft Word and related software, including Excel and Power Point and strong written and oral communication skills.
• Ability to make recommendations to the area that serves to enhance, correct, or streamline program operational activities.

All offers of employment are subject and contingent upon satisfactory completion of all pre-employment criminal background checks.

Cheyney University an equal opportunity/affirmative action employer complies with all applicable federal and state laws and regulations regarding nondiscrimination and affirmative action; all qualified applicants will receive consideration for employment. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, religion, sex, national origin, physical or mental disability, protected veteran status, age, gender identity or expression, sexual orientation, creed, marital status, political affiliation, personal appearance, or on the basis of rights secured by the First Amendment, in all aspects of employment, educational programs and activities, and admissions.