Widener University is seeking an Administrative Support Specialist for Campus Safety to support the effective operation of the department by maintaining operational efficiency, communication, scheduling, and essential administrative processes to ensure smooth day-to-day operations and compliance with university procedures.
Reporting to the Executive Director of Campus Safety & Emergency Preparedness, the Administrative Support Specialist plays a vital role in delivering high‑level administrative support. The position enhances departmental efficiency by exercising independent judgment, managing competing deadlines, and contributing directly to the overall mission of the University.
This position supports operations in person, within an office environment, from 8:30AM to 4:30PM.
DUTIES AND RESPONSIBILITIES (including, but not limited to):
Essential Duties:
Administrative & Office Operations
- General Office Support - Perform daily office duties including scheduling meetings, answering phones, responding to emails, managing correspondence, and routing messages to appropriate recipients.
- Calendar and Meeting Management - Schedule and coordinate meetings using Outlook; manage conference logistics, prepare materials, and arrange catering or venue reservations.
- File and Records Management - Maintain and update electronic and physical filing systems; ensure accurate organization and retention of departmental documents.
- Supply Management - Order and maintain office and employee breakroom supplies to support daily operations.
- Correspondence Preparation - Draft, edit, and prepare professional correspondence, reports, and internal communications.
- Database Maintenance - Maintain departmental databases, ensuring accuracy, data integrity, and timely updates.
- Travel Coordination - Arrange travel, lodging, and itineraries for staff as needed.
- Campus Event Parking Requests - Manage special parking requests for campus events and coordinate with relevant departments.
Financial & Business Operations
- Accounts Payable Processing - Process invoices, expense reports, and all accounts payable documentation with accuracy and timeliness.
- Operational Coordination - Coordinate with dining, bookstore, and vending staff to ensure smooth daily operations.
Campus Safety & Emergency Support
- Safety Documentation Management - Organize and manage departmental files including state and federal uniform crime reports (Clery Act), field reports, and timely warnings for the Office of Campus Safety.
- Law Enforcement Liaison - Serve as the first point of contact for law enforcement administration and emergency management personnel.
- Emergency Response Coordination - Provide coordination support for emergency response activities and serve as backup for dispatch operations.
Events, Promotions & Community Engagement
- Event Planning & Coordination - Plan and organize events, meetings, and promotional activities related to dining and retail services.
- Creative Display Design - Design visually engaging bulletin board displays to promote community engagement and belonging.
Secondary Responsibilities:
- Coordinate room reservations, catering, meeting times and training schedule as needed.
- Assist with special events, while promoting community engagement and belonging.
- Manage crisis response call center when mobilized during emergencies.
- Perform other job-related duties as assigned or directed to support departmental needs and align with the mission, values and goals of Campus Safety & Emergency Preparedness and Widener University.
MINIMUM QUALIFICATIONS: (education/training and experience required)
Required:
- High school diploma or equivalent.
- Two (2+) years of administrative experience in a fast‑paced office supporting multiple staff members.
- Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
- Experience in expense tracking and budget management.
- Ability to handle confidential information with discretion and integrity.
- Professional interaction skills when engaging with the public.
- Competence in basic arithmetic for routine calculations.
- Strong proofreading ability with meticulous attention to grammar, punctuation, spelling, and formatting.
- Exceptional interpersonal and communication skills with the ability to work effectively with diverse individuals.
- Ability to take direction from multiple supervisors and work independently with minimal oversight.
Preferred:
- Bachelor’s degree from an accredited college or university, or an equivalent combination of education and experience may be considered.
- Secretarial experience in higher education or campus/public safety environment.
- Certified Notary credential.
- Strong social media skills, including marketing and promotion of departmental events.
- Experience managing file systems in Microsoft OneDrive.
- Experience using Colleague enterprise system.
PHYSICAL REQUIREMENTS AND/OR UNUSUAL HOURS:
- Ability to work at a computer for extended periods.
- Perform routine manual tasks.
- Must be able to occasionally lift and move items weighing up to 25 pounds.
- Able to move between workstations and multiple campus buildings.
- Involves regular standing, walking, and stair climbing, with occasional bending, stooping, or kneeling.
- Availability for occasional evening or weekend hours to support major 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
