Administrative Support Specialist, Office of Student Engagement

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Job no: 493432
Work type: Full-time (hourly)
Location: Chester
Categories: Staff

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.

• 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 in‑person 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 front‑office 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…