Kutztown University Student Services, Inc. (“KUSSI”) is a non-profit 501(c)(3) corporation dedicated to enhancing campus life by providing quality programs, services, and business operations that support Kutztown University students and the campus community.
We are seeking an organized, customer-focused professional with exceptional attention to detail, strong analytical and problem-solving skills, and a collaborative approach to join our team as an Administrative Assistant.
This position serves as the first point of contact for students, faculty, staff and visitors of the KUSSI Service Center, located in the McFarland Student Union building, helping student organizations navigate purchasing, financial, and event-related processes. Beyond providing outstanding customer service, this individual plays an integral role in supporting the financial, operational, and administrative functions of the organization and coordinates KUSSI auxiliary operations.
Primary Responsibilities
Customer Service & Office Administration
- Serve as the primary point of contact at the front desk of the KUSSI Service Center
- Greet and assist students, faculty, staff, vendors, and campus visitors
- Answer and direct incoming phone calls and emails
- Manage the KUSSI general email account
- Maintain a professional, welcoming, and organized office environment
- Coordinate conference room reservations
- Submit facility work orders
- Maintain office supplies and equipment
- Monitor copier usage and access codes
- Receive, sort, and distribute incoming mail and deliveries
- Perform other administrative duties as assigned
Student Organization Purchasing & Financial Support
- Assist student organizations with the purchasing process
- Distribute purchase orders and purchasing credit cards
- Communicate with student organizations regarding required purchasing documentation
- Receive and verify incoming merchandise against purchase orders
- Notify organizations when orders are available for pickup
- Receive and verify deposits then issue receipts
Accounts Payable Support
- Reconcile vendor invoices with purchase orders
- Assist with vendor setup and annual 1099 reporting
- Prepare signed checks for distribution
- Maintain accounts payable files and documentation
- Assist with audit preparation and financial record organization
Auxiliary Services Support
- Manage laundry and vending maintenance requests
- Coordinate and distribute laundry cards
- Assist vending and laundry customers with refund processing
- Coordinate the MicroFridge rental program
- Assist students with student organization vehicle reservations
- Coordinate annual vehicle maintenance and registration
- Coordinate the planning, ordering, distribution, and inventory of graduation regalia
- Plan and oversee KUSSI’s Graduation Festival event each semester, including event logistics and student support
- Attend spring and fall commencement ceremonies and coordinate KUSSI's operational support, including staff scheduling and event logistics
- Maintain organizational forms, logs, and records
- Support special projects and operational initiatives
The successful candidate will demonstrate:
Required Qualifications
- High school diploma or GED
- Previous experience in administrative support, customer service, office management, accounting support, or a related field
- Excellent interpersonal and customer service skills
- Strong verbal and written communication skills with the ability to interact professionally with students, faculty, staff, vendors, and the public
- Excellent organizational and time management skills with the ability to prioritize tasks, manage multiple responsibilities, and meet deadlines in a fast-paced environment.
- Ability to maintain accurate records, files, and documentation
- Demonstrated attention to detail and accuracy when processing documents, deposits, and other records
- Strong analytical and problem-solving skills with the ability to respond effectively to questions and resolve issues
- Ability to work independently while also collaborating effectively as part of a team
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and the ability to learn university-specific software and systems
- Ability to maintain confidential and sensitive information with professionalism and discretion
- Willingness to assist with university events, graduation-related activities, inventory counts, and other special projects as assigned
- Flexibility to work occasional evenings or weekends to support campus events, when required
Preferred Qualifications
- Associate or Bachelor’s degree
- Experience supporting accounting, accounts payable, purchasing, or financial operations
- Experience working in higher education or a non-profit organization
- Experience planning or coordinating events
Physical Requirements
- Ability to lift and move packages and event materials weighing up to 30 pounds
- Ability to work occasional evenings or weekends in support of student-related university events and commencement activities
Why Join KUSSI?
At KUSSI, we offer a competitive salary, excellent benefits and a uniquely friendly work environment. You'll become part of a collaborative team dedicated to enhancing the student experience at Kutztown University.
While this position is budgeted as a full-time, year-round position, KUSSI is open to discussing a reduced summer schedule if it is mutually beneficial to the successful candidate.
How to Apply
Qualified candidates should submit a cover letter, resume and salary requirements to Leslie Maillie, Human Resources Coordinator: [email protected], or mail to 425 Baldy Road, MSU Room 173, Kutztown, PA 19530.
Job Type: Full-time
Pay: $18.00 - $20.00 per hour
Benefits:
- Dental insurance
- Employee discount
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Education:
- High school or equivalent (Required)
Experience:
- Administrative: 1 year (Preferred)
- Customer service: 1 year (Preferred)
Ability to Commute:
- Kutztown, PA 19530 (Required)
Ability to Relocate:
- Kutztown, PA 19530: Relocate before starting work (Required)
Work Location: In person
