Program Assistant, Communications and Events - Libraries, Office of the Dean

The Office of the Dean in Libraries at West Virginia University is currently accepting applications for a Program Assistant.

About the Opportunity

This position provides general administrative duties with a focus on communications and events support across library units.

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 (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

Communication and Event Support

• Supports digital materials development with basic graphics utilizing platforms such as Canva, Adobe, etc., to create basic graphics, flyers, print signage, etc.
• Maintains mailing lists, participant lists, and media contact lists to ensure targeted outreach and engagement. Assists with updating communications, such as compiling submissions for the employee newsletter, updating employee intranet to reflect current workflows, and related announcements.
• Assists the Senior Administrative Assistant, Dean's Office, with event expenses, schedules, catering, orders, and event set-up/tear-down.
• Maintains the library's calendaring and room reservation system for internal and external events and programs, creating entries, and reviewing and editing materials for proper formatting and distribution to the University calendar.
• Provides basic support for unit-managed events, working with the event owner and Director of Public Relations & Events to assist with event logistics, on-site setup, tracking registration and attendance, and troubleshooting issues as they arise.
• Monitors the event planning checklist to ensure tasks are completed on schedule, updating the coordinator and Director of Public Relations & Events on changes.
• Attends library events to provide support to the team. These events occur during the normal workday as well as nights and weekends on occasion.
• Tracks the workflow of ensuring event footage is accessible by coordinating with the Office of Accessibility Services, University Relations, and/or the Library Systems unit, and communicates progress to the Director and event owner.

Clerical Support

• Supports the Senior Administrative Assistant, Dean's Office by receiving and greeting visitors to the office area, determines nature of visit, and directs visitor to the appropriate staff member.
• Answers telephone, screens calls, and communicates messages to staff members.
• Serves as a backup for procurement activities, including purchasing supplies, equipment, catering services, and other necessary materials for department operations and maintains records of invoices/receipts for use in various WVU financial software such as MyExpenses, Mountaineer Marketplace, etc.
• Assists in managing travel expenditures for event-related speakers and guests by coordinating bookings, processing expense reports, and ensuring compliance with organizational travel policies.

• Associate degree in related field to job duties.
• One (1) year experience in event planning or communications/ marketing support.
• Any equivalent combination of related education and/or experience will be considered.
• All qualifications must be met by the time of employment.

Knowledge, Skills, & Abilities

• Strong organizational and communication skills.
• Strong attention to detail and ability to manage multiple tasks independently.
• Familiarity in utilizing social media platforms, with a strong understanding of best practices for content creation.
• Familiarity with and willingness to acquire graphic design and video editing skills
• Willingness to work occasional nights and weekends for event support.

Preferred Qualifications:

• Bachelor's degree.

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.