Description

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

About the Opportunity

As an integral part of the Dean's Office, the Administrative Assistant provides essential executive-level support to the Associate and Assistant Deans within the John Chambers College of Business & Economics. This position encompasses a wide range of administrative duties, requiring discretion and independent judgment to ensure smooth operations and efficiency across the College's administration. Additionally, the Senior Administrative Assistant serves as the primary point of contact for visitors, representing the face of the Dean's Office. This role also serves as the college event coordinator.

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
• 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 (this position is a benefits-eligible, classified staff position)
• 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:

• Support the Associate Dean of Undergraduate & Graduate Education, Associate Dean of Research and Academic Affairs and Assistant Dean of Administration and Planning
• Provide independent executive administrative support to the Associate Deans, this includes coordinating schedules, arranging meetings, managing diverse correspondence, and offering editorial assistance for projects.
• Handle communication inquiries from various stakeholders, including government agencies, community members, University & College administration, faculty, staff, parents, and students. Respond to complex and confidential information requests.
• Manage travel arrangements for the Associate Deans, including authorization submissions, transportation, hotel reservations, and conference registrations. Prepare and submit financial reports related to travel expenses.
• Serve as the primary point of contact for visitors to the Deans Office, providing exceptional customer service to all visitors.
• Manage the contracts related to reappointment letters for faculty, Endowed positions, Directors, Department Chairs, Adjunct Instructors, Overload contracts etc. Maintains database of all college letters and relevant due dates and deadlines to ensure timely completion by the dean and business office.
• Assist in preparation and submission of payroll and labor schedules of said managed contracts in conjunction with Executive Assistant and Business Office.
• Plan and execute diverse college events, coordinating with internal stakeholders and external vendors.
  
  Manage event budgets, marketing efforts, and registration processes for optimal outcomes, while working with communications office of the college.
• In support of the Associate Dean for Academic Affairs, assists in coordinating the P&T process for the College based on university policy and procedures.

Qualifications

• Bachelor's degree and/or equivalent combination of experience and education.
• Three or more years experience in customer Service
• Two or more years experience in:
  
  
  • Administrative Assistant or similar role
  • Event planning/coordination
• Technical skills:
  
  
  • Preferred experience with MAP, Chrome River, 25Live,
  • Microsoft suite products.
  • Qualtrics
  • Database management, contract preparation, file management.
• Excellent written and verbal communication skills in dealing with a variety of constituents from students, parents, faculty, college donors.
• Administrative skills:
  
  
  • Organization Skills, collaboration, and attention to detail
  • Calendar management
  • Knowledge of immigration procedures for higher education- Preferred skill.
  • Expense tracking, budget management
• Budget management, preparation, event analysis.

Typical office environment, sitting for extended periods (Daily)

Lifting up to 20 lbs (Occasionally)