Administrative Assistant to the Director - School of Education - College of Applied Human Sciences

The School of Education in the College of Applied Human Sciences at West Virginia University is currently accepting applications for an Administrative Assistant to the Director.

About the Opportunity

This position is critical to the functioning of the School of Education. The incumbent works with faculty, program coordinators, and other administrative staff within the School, including the School Director. In addition, the incumbent is the staff member assigned to providing support to the director regarding academic services processing, accreditation and certification tasks, management of facilities, financial services, and administrative support within the unit.

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

What You'll Do

With the approval and under direction of the School Director, management of curricular and programmatic tasks within the School of Education, including:

• Serve as the SLI coordinator for school course scheduling (Fall, Spring and Summer semesters). Work with the school director and program coordinators to determine course offerings and to coordinate the scheduling of instructors and rooms. Or work with the school director, associate directors or program coordinators, and OSS to determine course offerings, coordinate and schedule instructors for all courses in assigned programs.
• Support faculty and students with registration issues, including answering queries re: registration concerns, checking concerns in CLSS, correcting any errors in CLSS, and communicating to faculty and advisors about issues/concerns that need address in STAR BANNER.
• Support faculty with scheduling, edits to the WVU catalog, and program handbooks. Initiate revision and review of catalog and handbooks annually.
• Coordinate collection of school-, college- and university-related forms. Serve as the contact for all forms and route forms per school-, college-, and university procedures.
• Manage student files and records. Organize active and inactive student files; ensuring that files are kept per WVU records and retention requirements.
• Maintain program data tracking (e.g., admissions rates, student contact information). Compile student data for school evaluation at the beginning and end of each semester.
• Perform other program and curricular support tasks as assigned.

With approval and under the direction of the School Director and in support of the Office of Educator Preparation, Partnerships, and Services, supports certification, placement, and accreditation tasks, including:

• Assist with obtaining data required for reports. This includes running reports in various WVU platforms (e.g., ARGOS, STAR BANNER), compiling data for annual and self-study reports (and other tasks ask assigned.
• Responsible for working with the school director to collect, manage, and analyze data that leads to submission of reports (e.g. WVDE, Board of Governors, CATE, US News and World Reports, National Council for Teacher Quality).
• Support certification request processing as required by the West Virginia Department of Education.
• Support processing of placement processing for pre-service teachers.
• Support faculty with other certification and accreditation tasks as assigned.

With the School Director and other administrative staff, provide support for financial and administrative affairs of the School of Education, including:

• Serve as facilities liaison.
• Process all payroll for the unit.
• Manage pre-paid card system for payments for Teacher Education program, grant payments, and other vendor payments.
• Provide support to the school director, associate director, program coordinators, and/or staff on fiscal and administrative matters affecting the school.
• Manage all purchasing and vendor payments for the unit.
• Act in an advisory capacity to faculty and staff regarding leave policies and procedures, procurement and purchasing, grant management, and related issues.
• Monitor completion of hiring process per BOG Governance Rule 1.7 (Rule on Child Protection).
• Prepare and modify employment contracts for adjunct instructors, graduate assistants and visiting instructors.
• Responsible for office keys and security or oversight of keys issued to all facility personnel, including retrieval upon termination. Manage electronic locks, paying careful attention to add appropriate staff and faculty as needed and remove when no longer appropriate. This includes troubleshooting, responding to alarms, taking action when problems arise 24/7.
• Supervise student workers or student employees; monitor and approve all associated hourly payroll timecards which includes monitoring work hours for accuracy.

Pay Grade: 15

• Associate degree.
• A minimum of one (1) year of experience involving:
  
  
  
  • Working with academic programs or similar types of experiences.
  • Working in an academic/education department or similar setting.
  • Working with WVU financial systems (e.g., Marketplace; My Expenses).
  
  
  
  
• 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

• Knowledge of computers and related software such as MS Office, MAP, STAR/Banner, Argos, Taleo/WVU Hire, Degree works, Course Inventory Management System, CourseLeaf/CLSS, Mountaineer Marketplace, Watermark/Digital Measures, and MyExpenses.
• Entry-level knowledge of federal, state, research corporation, and WVU foundation policies and procedures pertaining to procurement, account payable, accounts receivable, travel, budget, payroll, fixed assets, and other fiscal matters; OR related/applicable knowledge and skills.
• Ability to plan, coordinate, and direct office matters.
• Ability to plan, coordinate, and direct unit events.
• Demonstrated strong administrative and interpersonal skills.
• Demonstrated ability to use a computer and various software packages.
• Proven time management skills with the ability to adhere to specific deadlines.
• Excellent mathematical skills to perform routine financial calculations.
• Ability to train staff.
• Ability to communicate - both orally and written.
• Ability to work with personnel information, maintain confidences and appropriate work relationships.
• Organizational skills to monitor progress on various projects.
• Organize and synthesize information, make logical conclusions, and prepare reports.
• Be proactive and anticipate tasks based on academic cycle.
• Be familiar with various academic, organizational, WVU, and administrative policies within the university, college, and unit.
• Ability to plan, coordinate and develop objectives of the programs.
• Ability to reason logically and analyze and solve problems.
• Ability to define procedural problems; collect and evaluate data, draw conclusions and make recommendations.
• Demonstrated ability to use the WVU financial system(s).
• Demonstrated problem solving skills and ability to function without close supervision.
• Follow cash handling policies and procedures.
• Ability to explain academic policies and procedures to faculty, staff, alumni, and other individuals with queries.

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 received 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.