Office Administrator - Industrial and Management Systems Engineering

The Department of Industrial and Management Systems Engineering in the Statler College of Engineering and Mineral Resources at West Virginia University is currently accepting applications for an Office Administrator.

About The Opportunity

This position will provide administrative support to the Department of Industrial and Management Systems and the Statler College Director of Online Programs. This position will also provide budgetary, payroll, and reporting assistance to the Department Chair/Director of Online Programs and manage the daily operations of the department and interface with the college and university office as needed.

Benefits

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)
• 24 annual leave (vacation) days per year (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
  
  

What You'll Do

• Supervise and coordinate office management and program activities for the Industrial and Management Systems Department and Statler College Director of Online Programs.
• Evaluate departmental/program operations and report directly to chair/director regarding these activities. Incumbent will interact with personnel at all levels regarding matters related to operations. This position must deal with constant flow of people with inquiries. Incumbent must be able to work in tense situations when assignments must be completed quickly and accurately and be able to analyze and prioritize the needs of complex assignments to match the skills of the staff to the specific needs of the task to be accomplished.
• Coordinate budgetary responsibilities for department including state, WVU Foundation, and research funding. Work with university financial system and financial reporting system to accomplish daily operations. Maintains and oversees bookkeeping, accounting, and payroll tasks.
• Coordinate the content and curriculum development efforts for the Statler College online programs. Support and enhance the new program/curriculum development efforts by conducting systematic web searches to identify trends and program-specific requirements.
• Coordinate the graduate students advising efforts, including but not limited to tracking completion of plan of study and other program completion requirements/paperwork.
• Supervision and processing of departmental/program payroll for faculty, staff, and students. Prepare payroll forms for review and approval by department chair/program director and principal investigators.
• Responsible for preparation, approval, and signature of departmental cost transfers. Incumbent will review all expenditures within the department to assure the unit stays within the guidelines of the university. Incumbent will monitor financial activity of department accounts and provide guidance to principal investigators in the financial management of their research accounts. Incumbent will monitor grants for over expenditures, incorrect expenditures, and any other problems that might arise and seek solutions to grant management questions/problems.
• Responsible for review of cost share accounts to ensure department is meeting obligations. Incumbent will initiate academic release for cost share and complete tuition waiver verification forms for cost share verification.
• Prepares financial reports for department chair/director review. Create complex financial spreadsheets containing information such as combined departmental budgets, expenditures, research release, etc. Position also utilizes graphics to help demonstrate department financial status.
• Work directly with department chair to assist with faculty promotion and tenure evaluations. Review letters prepared by chairperson before delivered to recipient.
• Assist faculty search committees with arrangements for interviewing candidates and hiring new employees. Place ads in relevant engineering publications that would be in areas of interest for search. Set up interview itineraries, seminars, and candidate travel arrangements. Prepare required correspondence between search committee and applicants. Prepare internal correspondence to initiate hiring process for new employees following college and university guidelines.
• Serve as departmental representative to college and university offices for administrative activities. Serve on committees, attend meetings, and act as departmental representative to keep faculty and staff aware of university policy changes. Attend departmental meetings to relay information, brainstorm, and discuss new policy and procedures. Serve as liaison between IMSE department, Statler College, and university online program ecosystem. Supervise planning, organization, and coordination of departmental and online program functions such as seminars, meetings, and other special events.

• Bachelor’s degree in business management or related field.
• A minimum of one (1) year of experience involving:
• Supervisory staff/student supervision, delegation of duties, motivation, training, disciplinary issues.
• Management—operations of a large unit, problem solving, decision making.
• Budgetary experience in accounting/budgetary matters.
• Hardware/software—utilization of personal computers, ERP systems, and reporting.
• Any equivalent combination of related education and/or experience will be considered.
• All requirements must be met by the time of employment.
  

Knowledge, Skills, And Abilities

• Demonstrated management skills with ability to prioritize as needed.
• Demonstrated excellent communication skills.
• Ability to communicate within a variety of situations and populations.
• Ability to rapidly acquire understanding of WVU policies and procedures.
• Demonstrated decision making skills.
• Ability to provide clear direction and motivation.
• Accounting/budgetary skills.
• Ability to utilize Microsoft Office suite.
  
  

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.

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 an Equal Opportunity Employer. We invite all qualified applicants regardless of race, color, religion, sex, national origin, age, disability, genetic information, or Veteran status.

Job Posting

Mar 31, 2025

Posting Classification

Non-Classified

Exemption Status

Exempt

Benefits Eligible

Yes

Schedule

Full-time