Description

The Honors College at West Virginia University is currently accepting applications for an Office Administrator.

About the Opportunity

Provides administrative support to the Dean and the Assistant Dean, manages high-level events for the Honors College, and manages the budget for the Honors College. High profile events include the EXCEL graduation brunch and the Foundations graduation ceremony, which are attended by the university president, other members of administration, as well as thousands of students and parents. The role requires a mix of event strategy and execution with a strong attention to detail.

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
• 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 programs

What you'll do:

• Coordinate and collaborate with other areas of the university with regards to event planning and management including University Relations and University Events.
• Participate in and/or coordinates special programs, events, and workshops as needed. This may include but is not limited to receptions and open houses planned by incumbent or other events planned by WVU groups on and off campus, sometimes held outside of a normal work week.
• Manage, oversee, and coordinate logistical details for Honors College, which may be on-campus or off-site; attend events to provide support for the Dean and Assistant Dean.
• Serve as the Honors College point of contact for the assigned components of larger complex events/projects such as the EXCEL graduation brunch and the Foundations graduation ceremony, which involves coordination with President's Office, the Office of University events, and University Relations.
• Oversee all external vendor contract negotiations and arrangements for the Honors College.
• Coordinate and ensures adequate staffing for events, if needed.
• Develop and maintains an extensive network of contacts, both internal and external.
• Process all procurement card charges for the Honors College.
• Provide accurate and quality reports and correspondence for the Dean, Assistant Dean, members of the administrative leadership team, and the Honors College advisory board; proficiency/or willingness to learn Mountaineer Marketplace, placing orders, processing invoices, and making travel arrangements.
• Prepare reports and correspondence for review.
• Oversee and monitor all funding strings associated with the Honors College to include reconciling monthly budget reports, purchase order, etc.
• Collaborate with or provides guidance to the leadership team, EBO, faculty, or PI of grant upon any discrepancies within the budget and corrects them in a timely fashion.
• Assist with other projects and assignments at the request of the Dean, Assistant Dean, and Directors.
• Manage calendar and email for the Dean and Assistant Dean.
• Oversee interviewing, hiring, and managing processes for some employees, including student workers.
• Ensure that proper staffing is available for all events and professional staff is adequately trained and aware of assignments.
• Coordinate with departments and supervisors to offer and conduct training for student support staff.

Qualifications

Education: Bachelor's degree (Master's degree preferred)

Experience: One or more years experience in office administration.

Knowledge, Skills, and Abilities:

• Thorough knowledge of office methods, procedures, practices, and protocol.
• Strong organization and communication skills.
• Must be a team player.
• Ability to respond appropriately to difficult circumstances and/or situations.
• Ability to work independently and meet strict deadlines.
• Ability to maintain confidentiality and use discretion when appropriate.
• Experience coordinating events preferably in a higher education setting.
• Experience managing site logistics, catering, invitations, list management, etc.
• Thorough knowledge of correct English, grammar, spelling, punctuation, and sentence structure.
• Thorough knowledge of office methods, procedures, practices, and protocol.
• Knowledge of University mission and goals.
• Knowledge of technical requirements and equipment necessary to produce complex integrated events.
• Working knowledge of the principles and practice of effective management.
• Working knowledge of the principles of business and social etiquette.
• Knowledge of general University policies relating to human resource management.
• Knowledge of legal issues pertaining to interviewing potential candidates for employment.
• Knowledge of WVU, WVU Research Corporation, and WVU Foundation structure and policies/procedures.
• Ability to perform a variety of complicated tasks and provide a high level of confidential administrative and personnel support to the Dean and other Administrators.
• Ability to carry out assignments without detailed instructions.
• Strong managerial, organizational, and communication skills.
• Must be a team player with public relations and interpersonal skills.
• Ability to respond appropriately to difficult circumstances and/or situations.
• Ability to work independently and meet strict deadlines.
• Strong time management skills.
• Ability to represent College on committees.
• Ability to establish and maintain effective relationships and deal tactfully with departments, organizational units, related to program and external agencies.
• Ability to manage a variety of tasks simultaneously, determine the order of priority, set deadlines and complete tasks in a timely manner.
• Ability to apply judgement, discretion, and initiative in a variety of subjects, programs, and assignments.
• Ability to plan, organize, coordinate, and evaluate events, and/or projects for the Honors College.
• Ability to work outside of normal business hours if needed.
• Knowledge of the Honors College and its programs preferred.

• Eligibility for a State of West Virginia procurement card is required and must be maintained upon employment with the unit for purchase of needed materials and supplies for units or events.
• Valid driver's license.
• Light lifting: Occasionally
• Sitting for extended period of time at a desk: 4-5 days a week.