Administrative Assistant - Housing and Residence Life

Description

The department of Housing and Residence Life at West Virginia University is currently accepting applications for an Administrative Assistant.

About the Opportunity

Under the supervision of the Assistant Director of Housing, manages the day-to-day operations of Housing and Residence Life and provides high-level complex administrative and professional support for the office. This individual is exposed daily to matters of confidential student conduct records, employee personnel matters, and other matters that have a wide University impact. Additionally, assist with the planning and coordination of conferences and Housing Reservations.

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 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

Human Resources and Personnel Management

• Assists and advises all areas of human resources and personnel matters.
• Prepares and processes paperwork for hiring of professional, para-professional, and workstudy
  
  employees. Oversees the payroll requirements for employees. Ensures costs are charged to appropriate
  
  funding sources. Assists with training. Maintains timesheets for Conference Service staff.
• Responsible for processing all new hires for Housing and Residence Life. Performs out processing for terminating or transferring employees.
• Interprets personnel policies and regulations for implementation.
• Assures copies of all HR documentation is maintained and filed appropriately in the personnel files.

Financial and Administrative Responsibilities

• Performs the accounts payable functions with Conference Services. Maintains up-to-date information on rules and regulations governing finances.
• Perform all processes within the Procurement and Accounts Payable area related to Mountaineer Marketplace, MyExpense and MyTravel.
• Responsible for processing invoices on time and handling any problems that arise.
• Responsible for verifying merchandise receipt and paying invoices. Protects all funds by assuring that no invoices are paid without verification of merchandise receipt. Initiates contact with vendors to resolve any receiving or invoicing problems.
• Enters requisitions in MAP. Copies and submits appropriate back-up documentation to AUSSC.
• Receives and prepares for deposit all revenue generated (approximately $1 million annually). Retains copies of all deposits forms and checks for monthly reconciliation.

Cash Handling

• Monitor accounts to identify overdue payments and make collections as necessary.
• Prepares various financial reports and cost studies as directed for analysis. Requires analyzing and thorough understanding of operations to prepare statistical and narrative information. Makes critical recommendations based on the analysis.
• Audits accounts for University and state law compliance. Meets with appropriate management to resolve issues and concerns. With supervisor's approval, has budget authority to change, modify and transfer funds. Monitors revenues and expenses.
• Reconciles internal reports with Administrative Unit Shared Service Center and MAP reports. Monitors and verifies fund balances with internal documents. Researches and resolves accounting variances. Requires researching and analyzing information in various computer systems and financial documents. Resolves or recommends resolution to concerns.
• Oversees and coordinates the day-to-day functions of Housing and Residence Life Central Office. Serves as a receptionist, greets and screens visitors, answers phones and responds to general inquiries. Orders office supplies and performs clerical duties.
• Brings important matters and critical problems needing immediate action to the attention of the supervisor or their designee. Many issues are sensitive and confidential in nature.

Conference and Space Related Responsibilities

• Assists with the planning and coordination of conferences and workshops for University and non-University groups. Has direct contact with meeting planners within the University and outside organizations.
• Identifies prospective clients and initiates proposals for supervisor's review to meet the clients' needs and secure their business. This may require visits to client sites.
• Initiates contractual agreements between West Virginia University and outside agents for supervisor's signature. Arranges meeting facilities, setup requirements, and billing of revenue lines.
• Directs contact, including daily reports, with Dining Services, Facilities Management and other university departments for conferences to ensure facility, catering/food services and housing arrangements are complete.
• Investigates and collects information for supervisor regarding concerns and complaints of University guests utilizing meeting space and summer housing.
• Coordinates logistics for major functions and events within Residence Halls.
• Reserves space in the computerized software system for academic classes in the Residence Halls.
• Makes recommendations for major purchases of conference supplies and supplies for the Department of University Housing and Apartments (i.e., linens, furniture, flooring, brochures, AV equipment, etc.)
• Leads and guides the work of Conference staff in their areas of responsibility: client relations, room reservations and scheduling, building security, set up, and after-hours on-site assistance. Assist in recruiting, interviewing, and hiring all student staff.
• Assist in developing the marketing plan to solicit conferences and events.
• Assist in developing brochures and advertisements used to market conferences. Presents recommendations for improvements in customer service, and changes in services, facilities, and policies to ensure adequate planning and departmental goals, University policies and mission.
• Works to promote the reputation of the Conference Services Operation, Housing and Residence Life department as well as the University as a program ideal among students, parents, faculty, staff, external clients, and alumni of WVU.

Other Space Related Responsibilities

• Meeting space audits to include assessing condition of room, furniture, testing A/V equipment and troubleshooting to correct poor conditions or dysfunctional equipment.
• Provide resource to clients working A/V equipment.
• Key management for Central Housing Office.

Other Responsibilities

• Performs other duties as assigned by the supervisor or designee.

Qualifications

• Bachelor's degree in Business Administration, Finance or related field required.
• A minimum of one (1) year of experience involving:
  • Experience directly related to the maintenance of budgets, drafting financial reports and/or memoranda, payroll processing.
  • Computer experience
  • Prior supervisory experience, office management 6 months
  • Experience directly related to higher education admin preferred
• 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

• Good written and verbal communications
• Good Customer Service skills
• Ability to write clear, accurate, and logical reports in English
• Ability to analyze and interpret financial data.
• Accuracy in working with large amounts of data
• Ability to plan, organize, implement, and follow through on commitments and expectations for a successful project or event