What are the responsibilities and job description for the Administrative Assistant - College of Business & Economics position at West Virginia University?

Description

The John Chambers College of Business and Economics at West Virginia University is currently accepting applications for an Administrative Assistant.

About the Opportunity

The Administrative Assistant provides administrative and operational support to 2-3 academic departments and designated college centers or administrative units within the college. This role involves proactive, independent task management to ensure smooth daily operations, fostering collaboration among faculty, staff, students, and external stakeholders. The successful candidate will demonstrate exceptional organizational and communication skills, a strong ability to prioritize, and a commitment to excellence in service delivery.

We strongly believe in work-life balance and keeping time for things we love outside our work. WVU offers generous benefits, including :

37.5-hour work week
13 paid holidays (staff holiday calendar)
15 annual leave (vacation) days per year or more based on years of service (employee leave)
18 sick days per year (for when you're ill, for when you need time to care for sick family, for your own, or your family's, regularly scheduled medical appointments. Who is family for the purpose of this leave? A lot of people in your life including immediate relatives and in-laws as well as others considered to be members of your household living under the same roof)

WVU offers a range of health insurance and other benefits

401(a) retirement savings with 6% employee contribution match, eligibility to continue health insurance, and other retiree perks. Looking for more retirement benefits information? Check out retirement health insurance benefits, retirement income, and FAQ's.

Wellness programs

Pay Grade : 15

What you'll do :

Departmental Administrative Support

Serve as the primary administrative contact for assigned departments, managing inquiries, and providing referrals.

Support department chairs with calendar management, special projects, travel arrangements, and meeting coordination.

Assist in processing adjunct and student worker job postings, managing applicant communications, and onboarding.

Maintain departmental web pages and ensure the accuracy of catalogs, collaborating with relevant college personnel.

Provide logistical support for faculty hiring and promotion / tenure processes, ensuring compliance with university deadlines.

Track departmental budgets, manage purchasing needs, and process expense approvals following university policies.

Facilitate training on W U systems for Faculty as needed.

Center / Unit Administrative Support

Collaborate with center directors to align administrative tasks with the center's mission and strategic goals.

Support event planning and coordination for center initiatives such as workshops, seminars, and conferences.

Manage financial records for centers, including accounts payable, budget tracking, and financial reporting.

Coordinate marketing efforts for center events in collaboration with college communication teams.

Operational and Event Management

Plan, coordinate, and execute department- and center-specific events, including logistics, vendor negotiations, and post-event evaluations.

Arrange travel accommodations for guest speakers, faculty, and staff while ensuring compliance with university policies.

Provide support for grant-related administrative tasks and budget preparation in collaboration with the research office.

Oversee purchasing card (PCard) reconciliations and transactions for departments and centers.

Qualifications

High school diploma or equivalent.

A minimum of one (1) year of administrative experience, preferably in higher education or a professional environment.

Strong computer proficiency with business office software such as Excel, Word, Outlook, Teams, and Zoom.

Any equivalent combination of related education and / or experience will be considered.

All qualifications must be met by the time of employment.

Knowledge, Skills, and Abilities

Exceptional organizational skills and attention to detail.

Strong interpersonal and written communication skills.

Ability to prioritize tasks and manage competing demands effectively.

Proactive problem-solving and independent decision-making skills.

Commitment to confidentiality and professional discretion.

Preferred Qualifications

Bachelor's degree in business administration or a related field.

Experience managing financial records, event coordination, and supporting multiple stakeholders.

Knowledge of university policies and procedures related to faculty, staff, and administrative functions.

Application

Applicants are encouraged to submit a resume, and cover letters are recommended if previous employment is in a different field, in order to highlight transferable skills.

About WVU

West Virginia University is a place of purpose and community. We take pride in our profound impact on the state of West Virginia and are committed to the personal and professional growth of our employees.

From the groundbreaking R1 research at our flagship campus in Morgantown to the career-oriented programs at WVU Potomac State in Keyser, and the technology-intensive programs at WVU Tech in Beckley, the contributions of WVU employees resonate across the state, touching lives and shaping futures.

At WVU, you will discover a supportive community that champions work-life balance and fosters a collaborative atmosphere. Our core values - service, curiosity, respect, accountability and appreciation - unite us as Mountaineers.

We are dedicated to creating an inclusive and engaging working environment and actively seek candidates who bring diverse ideas, approaches and experiences.

Join us at West Virginia University, where your work will make a lasting impact. To learn more about WVU, visit wvu.edu .

West Virginia University is proud to be an Equal Opportunity Employer and is the recipient of an NSF ADVANCE award for gender equity. We value diversity among our faculty, staff and students and invite applications from all qualified applicants regardless of race, ethnicity, color, religion, gender identity, sexual orientation, age, nationality, genetics, disability, or Veteran status.

Job Posting

Feb 11, 2025

Posting Classification : Classified

Exemption Status : Non-Exempt

Benefits Eligible : Yes

Schedule

Full-time

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Administrative Assistant - College of Business & Economics

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