Administrative Associate - Department of Physiology, Pharmacology and Toxicology

Description

West Virginia University Health Science Center is currently accepting applications for an Administrative Associate for the Department of Physiology, Pharmacology and Toxicology

About the Opportunity

This position provides professional administrative support for the Department of Physiology, Pharmacology, and Toxicology's educational, research, and service missions.

We strongly believe in work-life balance and keeping time for things we love outside our work. WVU offers generous benefits, including:

• 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 non-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 program

What you'll do:

• Serves as Academic coordinator for Department. Initiates administrative processes for courses utilizing appropriate software. Serves as Department liaison for course matters, communicating with Department faculty, as well as staff in the Schools of Medicine, Pharmacy, Dentistry, and Nursing, the WVU Bookstore, and Facilities Scheduling. Ensures course scheduling/grad posting deadlines are met. Monitors graduate student registration to ensure students are registered for the appropriate number of hours each semester.
• Manages Department seminar series. Works with faculty to establish schedule, serves as liaison with speakers to coordinate travel arrangements. Processes travel arrangements and payments, reimbursements, and honoraria, ensuring applicable guidelines are followed. Reserves rooms and equipment. Orders food for speaker lunches with graduate students. Places dinner reservations for speaker meetings with faculty.
• Serves as delegate for faculty, staff, students, and guests for travel arrangements and reimbursements, utilizing MyTravel and Chrome River software (both WVU and WVU Foundation). Submits orders and travel arrangements, and tracks expenditures for Department Student and Professional Development Awards, ensure budget is adhered to. Submits orders and payments in the WVU Marketplace, WVU Foundation Chrome River, and via PCard for Department supplies and equipment, serving as delegate as needed for faculty, staff, and students. Inventories Department administrative and teaching supplies, replenishing and ordering as needed.
• Manages Department conference rooms. Approves/denies scheduling requests utilizing 25Live software. Monitors conference room equipment and ensures it is in working order, arranging any necessary repairs. Initiates any routine cleaning of carpets, chairs, etc.
• Manages Department Chair's calendar. Schedules meetings for Department Chair and associate chairs.
• Distributes Department parking passes for visitors and requests additional passes as needed. Manages football parking request process for Department. Collects Department outgoing and incoming mail, distributing appropriately.
• Monitors Department shared office equipment, ensuring in working order and arranging for any necessary repairs.
• Manages Department FedEx account, distributing airbills as appropriate and reconciling expenditures. Collects Department outgoing and incoming mail, distributing appropriately. Serves as core contact for incoming calls on Department main phone line, screening and routing calls to appropriate individuals.

Pay Grade: 14

Qualifications

• Associate degree in office administration or related field, or equivalent combination of education and experience
• A minimum of two (2) years of progressive administrative experience, preferably in an academic setting
• Strong organizational and time management skills
• Excellent oral and written communication skills
• Strong attention to detail
• Ability to work independently as well as in a team environment
• Ability to execute complex tasks with minimum supervision
• Strong computer skills, with thorough knowledge of Microsoft Office programs
• Demonstrated ability to interact professionally with the public, employees, and students
• Ability to recognize confidential and sensitive information, and maintain confidentiality