Administrative Assistant

Administrative Assistant

Washington & Jefferson College seeks a highly organized, service-oriented Administrative Assistant to support the daily operations of the Business & Finance division. This position serves as a key operational and administrative resource for the Business Office, providing executive support to the Vice President for Business & Finance while assisting with Accounts Payable, Student Accounts, customer service, records management, and departmental workflow coordination.

The Administrative Assistant serves as a primary point of contact for students, families, faculty, staff, vendors, and external partners and plays a critical role in ensuring efficient day-to-day business office operations.

Duties and Responsibilities

Business Office Operations

• Serve as the primary front-office coordinator for the Business & Finance division.
• Provide exceptional customer service to students, families, faculty, staff, vendors, and visitors.
• Coordinate administrative workflows and support efficient office operations across the division.
• Prepare correspondence, reports, presentations, and other administrative documents.
• Maintain departmental records, filing systems, and document retention procedures.
• Coordinate office supplies, equipment, and purchasing needs.
• Assist with departmental communications and operational initiatives.
• Support the implementation of process improvements and office efficiency efforts.
• Maintain confidentiality when handling sensitive financial, personnel, and student information.

Administrative Support

• Manage calendars, appointments, and scheduling for the Vice President for Business & Finance.
• Coordinate meetings, conference calls, events, and related logistics.
• Assist with travel arrangements, registrations, expense reimbursements, and executive correspondence.
• Serve as a liaison between the Business Office and internal and external constituents.

Accounts Payable and Student Accounts Support

• Provide administrative support to the Accounts Payable and Student Accounts functions within the Business Office.
• Prepare and enter Accounts Payable vouchers, ensuring appropriate supporting documentation and approvals are obtained prior to processing.
• Assist with routing invoices, payment requests, and reimbursement documentation through established approval workflows.
• Support vendor onboarding activities and maintain vendor records and related documentation.
• Maintain organized records related to vendor payments, student accounts, and departmental transactions.
• Respond to routine inquiries from students, families, employees, and vendors, directing more complex matters to appropriate staff.
• Assist with the preparation and distribution of routine billing, payment, and account-related communications.
• Monitor shared departmental email accounts and route inquiries appropriately.
• Support registration, billing, and other high-volume operational periods requiring enhanced customer service.
• Assist with gathering documentation and maintaining records for audits, compliance reviews, and annual reporting processes.
• Support special projects, data entry, mailings, and general administrative activities within the Business Office.

Qualifications

Required Qualifications

• High school diploma required; associate degree preferred.
• Three or more years of progressively responsible administrative support experience.
• Strong proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
• Excellent organizational, communication, and customer service skills.
• Ability to maintain confidentiality and exercise professional judgment.
• Strong attention to detail and accuracy.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.

Preferred Qualifications

• Experience in higher education, finance, accounting, business operations, or customer service environments.
• Familiarity with ERP systems, financial software, and student information systems.
• Experience supporting senior administrators or complex office operations.

Supervisory Duties

This position does not involve supervisory responsibility.

Disclaimer

The above declarations are not intended to be an all-inclusive list of the duties and responsibilities of the position described, nor are they intended to be such a listing of the skills and abilities required to do the job. Rather, they are intended only to describe the general nature of the position.

Job Description Status

The duties and responsibilities listed in this job description are illustrative ones anticipated for this position. Other duties and responsibilities may be assigned as required. Washington & Jefferson College reserves the right to amend or change this job description to meet the needs of its programs. This job description and any attachments do not constitute or represent a contract.

Employee Benefits

Washington & Jefferson College offers a comprehensive benefit package for benefit eligible employees; including health, vision, and dental coverage, group life insurance, AD&D and LTD coverage, retirement plan, generous leave time, and the tuition benefit programs. These benefits add significantly to the employee's total compensation package.

Getting to Know W&J

Washington & Jefferson College is the best of both worlds: a small-town college setting in historic Washington, Pa., with easy access to the bustling business and cultural districts of nearby Pittsburgh, Pa. just 30 miles to the north. Founded in 1781, W&J College is a private, residential liberal arts college that is focused on student success. Our dedicated, experienced professors are passionate about teaching and work closely with our students to ensure that they receive a quality, comprehensive education. For more than 200 years, our alumni have influenced change in business, politics, medicine, and the arts and sciences as CEOs, lawyers, doctors, researchers, writers, teachers, and in many other equally worthy professions.

Celebrating Community

Washington & Jefferson College welcomes people of all backgrounds and beliefs who wish to participate in a diverse educational community. The College strives to be a place where all students, faculty, administrators and employees are able to live, study and work in an atmosphere free from bias and harassment. The College encourages civil debate and lively exchange of ideas in the belief that such exchanges promote understanding that will grow beyond simple tolerance of difference to embracing and celebrating the richness of diversity. Our graduates acquire knowledge and learn skills that help them thrive in a culturally diverse world.

Equal Opportunity Employer

Washington & Jefferson College (W&J) complies with all applicable federal, state and local laws and provides equal opportunity in all educational programs and activities, admission of students and conditions of employment for all qualified individuals regardless of race, color, sex, religion, age, disability, sexual orientation, protected veteran status, gender identity, or national origin.