Description
The West Virginia University School of Nursing (Charleston Campus) is currently accepting applications for an Office Administrator position.
About the Opportunity
This position assists the WVU School of Nursing (SON) Chairperson, Charleston campus in the overall management of the department, responsible for implementing and managing state and grant funded activities and other extension sites served by the department; initiates, leads, evaluates activities, and uses problem solving skills to achieve unit goals; oversees the Program Assistant and the faculty coordinators of special projects; implements and evaluates all special and regular unit activities; assists Chairperson in everyday tasks of RN-BSN and other nursing programs in the Charleston Campus. Manages all state budgets and grant budgets through the WVU Foundation and other entities in collaboration with Department Chair, SON Business Office, and the Dean. This individual will work closely with all departments within the SON. In addition, under Chair supervision, the individual will assume responsibility for varied and complex duties and independently function as liaison between faculty, students, and staff from the other campuses. The individual must be able to make independent decisions and exercise judgement in applying guidelines, policies, and procedures as well as those related to the curriculum, admissions, and day-to-day assistance of students and faculty across all programs.
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
Manages the SON office, which is comprise of six faculty, one Chairperson, and one Program Assistant III.Supervises administrative staff member and coordinates responsibilities to ensure high performance.Assesses staff performance appraisal yearly and provides staff with professional development opportunities based on performance results.Prioritizes and delegates tasks so the office runs smoothly.Coordinates and oversees all offices operations ensuring in-person and remote workflow.Independently answers inquiries and handles all incoming and outgoing communications whether by phone, email, or person-to-person contact with interested nursing students or the general public. Directs these interested students to proper departments depending on the inquiry.Arranges all faculty travel for conferences, including registration, air fare, lodging, car rental, etc. Keeps abreast of all new travel guidelines in accordance with university rules.Orders desk copies for faculty use and keeps in touch with textbook representatives for any new journals or textbooks, or continuing education offerings. Requests rooms for meetings and conferences through the Charleston Campus room scheduling site. Coordinates all Charleston SON events including scheduling meetings, appointments, retirement gathering, etc.Manages departmental budget in collaboration with Department Chair, SON Business Office, and the Dean. Budget includes state funds, grant appropriated monies, plus four Charleston Campus exclusive scholarships in accordance with university policy. Provides spreadsheets for years reports of accounts.Handles all correspondence with scholarship applicants and works with Morgantown financial aid for the distribution of all scholarships. Keeps track of Foundation accounts which are housed in Morgantown.Allocates expenditures, independently adjusts budgets as needed and processes expenditures through the use of the procurement card, following all rules regarding reconciling the purchase in a timely fashion. Uses Amazon Business or Mountaineer Marketplace, the preferred way to purchase when applicable.Handles all purchases of equipment and supplies, computers, printers, for the Charleston Campus SON in accordance with the appropriate University and state guidelines for purchases.Manages MyTime system for nursing department. Approves leave for Program Assistant III and checks timecard bi-weekly.Analyzes and resolves problems based on knowledge of the University policies and procedures. Works with many nursing students, must comprehend and apply University guidelines. Keeps up-to-date on procedural manuals which change frequently, to ensure compliance with guidelines and standards, especially for travel and budgetary procedures.Assists students when called upon and directs them to proper departments and channels.Reviews all incoming mail and distributes appropriately. Uses good independent judgement on responding to this mail. Has signature authority of Chairperson. Supervises Program Assistant III in everyday workload of the department to assure accurateness of jobs performed for faculty.Coordinates meetings and hospitality when appropriate for faculty.Develop and implements systems to improve administrative efficiency and communication.Qualifications
Bachelor's degree with a preference in business, office administration, or a field directly related to the area of assignmentA minimum of one (1) year experience in the following :Managerial : or administrative assistance work in a business to assure comfort in organizing complex and diverse workload, s upervising and collaborating with other personnel.
General office proceduresAny 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
Experience interpreting policies, college catalogs, grant applications, oracle system and prior work with educational curriculums, GPA, etc. is desirable but difficult to find.Excellent interpersonal skills for negotiating with diverse state, educational and health care agency personnel, faculty, students, and external parties.The ability to interpret and apply university, school, grant, and accreditation bodies policies and procedures.Excellent communication, managerial, and typing skills.Proficient in Word, Excel, Zoom, Microsoft Teams, Outlook, and other software used.Basic accounting skills to track local, state, and national grant budgets with ability to review, reconcile, and dispute purchase orders.Understanding of importance of compliance with confidentiality / privacy laws / regulations (including HIPAA / FERPA) and annual HIPAA training.Ability to work independently, problem solve, and reason through situations, often without guidance.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 4, 2025
Posting Classification : Non-Classified
Exemption Status : Exempt
Benefits Eligible : Yes
Schedule
Full-time
