Administrative Assistant II- Honors Academy

Position Summary

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. 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; and 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 Keystone Honors Academy (KHA) at Cheyney University seeks a highly skilled, professional, and proactive Administrative Assistant II to serve as a key administrative partner to the Dean and Associate Director. As the central administrative support for a high-performing academic unit, this role ensures seamless daily operations, manages complex workflows, coordinates major academic and student programming, and strengthens communication, data management, and service delivery across the Academy.
The Administrative Assistant II is the first point of contact for Honors scholars, prospective students, parents, faculty, and external partners. The position requires exceptional organization, professionalism, discretion, and the ability to exercise strong judgment while supporting senior leadership in a fast-paced environment that serves high-achieving and high-potential students.

WHO YOU ARE (Candidate Profile)
You are a polished, detail-oriented administrative professional who excels at anticipating needs, managing complexity, and supporting senior leaders. You communicate clearly, solve problems with confidence, and thrive in environments where accuracy, confidentiality, and exceptional service matter. You enjoy supporting students, organizing projects, improving processes, and making sure an office runs with excellence. You bring a warm, welcoming presence, a proactive work style, and a commitment to helping students and colleagues succeed.

PRIMARY DUTIES & RESPONSIBILITIES
Executive-Level Administrative Support

• Serve as the primary administrative partner to the Dean and Associate Director, providing high-level calendar management, scheduling, and coordination of meetings, agendas, and follow-up actions.
• Draft, prepare, and proofread polished correspondence, reports, memos, presentations, and public-facing communications.
• Handle sensitive information with absolute confidentiality and discretion.
• Coordinate all office workflows, ensuring efficiency, accuracy, and timely completion of tasks.

• Oversee daily operations of the Honors Academy office, ensuring an efficient, welcoming, and professional environment.
• Support planning, logistics, and execution for major Honors Academy initiatives including:
  – Recruitment & yield events (Honors Day, campus previews)
  – Student enrichment programming
  – Graduate school fairs, prep workshops, and academic events
  – Honors Convocation & Commencement-related programs
  – Living Learning Community support
• Coordinate travel, scheduling, vendor relations, facilities reservations, event permits, catering, and procurement.

• Serve as a knowledgeable, friendly, and solutions-oriented first point of contact for students, parents, faculty, and visitors.
• Provide guidance on Honors Academy policies, scholarships, requirements, and student processes.
• Support the management of student committees, ambassadors, peer leaders, and Honors student workers.
• Maintain a professional, student-centered environment that reflects the standards of the Academy.

• Maintain accurate student records, scholarship compliance documentation, community service logs, and academic progress data.
• Track, input, and maintain data for reports, assessments, and program insights.
• Prepare spreadsheets, summaries, and data reports for the Dean and Associate Director.

• Assist with budget tracking, purchasing processes, invoicing, travel approvals, reimbursements, and procurement documentation.
• Monitor expenditures and reconcile transactions in alignment with University policies.

• Assist with managing email communications, announcements, student updates, and digital platforms.
• Support the creation and maintenance of website content, flyers, marketing materials, and social media assets.
• Coordinate communication for major events, recruitment campaigns, and academic initiatives.

• Oversee the daily functionality of the Keystone Library, Learning Rooms, and Honors spaces.
• Submit and track work orders and coordinate with facilities as needed.
• Supervise student workers, interns, and volunteers; assign tasks, set expectations, and ensure quality service.

• Serve on committees, task forces, or working groups as needed.
• Support University-wide registration, retention, and recruitment efforts.
• Perform responsibilities consistent with the mission, goals, and values of the Keystone Honors Academy.

• Daily operations of the Honors Academy run smoothly with minimal oversight.
• Students, faculty, families, and partners receive timely, accurate, and professional communication.
• Events and programs are well-coordinated, organized, documented, and executed with excellence.
• Student data, compliance records, and scholarship documentation are accurate and up to date.
• The Dean and Associate Director are able to achieve timely progress on priorities due to effective administrative support.
• Office processes become more efficient due to proactive recommendations and systems improvements.
• The overall student experience is strengthened through responsive, high-quality support.

Requirements

• Associate Degree required, preferably in Business Administration, Communications, Higher Education, Social Sciences, or a related field.
• Bachelor’s Degree strongly preferred.
• Experience working in a university or higher education setting strongly preferred.
• Minimum 2–3 years of progressively responsible administrative experience.
• Experience supporting senior-level administrators preferred.
• Experience working with high-achieving, first-generation, or under-resourced students is a plus.
• Experience with higher-education software systems (e.g., Slate CRM, Ellucian Banner SIS, and D2L Brightspace LMS) preferred.

• Exceptional verbal and written communication skills.
• Ability to manage confidential information with professionalism and discretion.
• Strong planning, organizational, and project coordination skills.
• Demonstrated ability to manage multiple tasks and competing priorities.
• Cultural competence and comfort working with diverse university populations.
• Proficiency with Microsoft Office Suite (including Excel, Forms & One Drive) and related software platforms.
• Comfort navigating higher-education software tools, including Slate (CRM), Banner (Student Information System), and D2L Brightspace (Learning Management System).
• Ability to work independently and collaboratively in a dynamic environment.
• Commitment to excellent customer service and student-centered support.

Instructions for Applying

A complete online application will include the following attachments. Incomplete applications will not be reviewed.

• Cover Letter
• Resume

Diversity Statement

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.