Description

West Virginia University Institute of Technology (WVU Tech), part of the WVU system of campuses located in Beckley, WV is currently inviting applications for a Program Assistant I.

About the Opportunity

As the Program Assistant I, you will serve as a support system to maintain the safety and security of the campus community, parents and visitors. You will provide non-emergency information services to students, faculty, staff, and the community when requested.

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 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

PAY GRADE: 12

What you'll do:

• Serve as a welcome service (first point of contact) to visitors, families and the campus community, providing non-emergency information including but not limited to; directions, events, parking, bus schedules, building locations and services. Have a thorough knowledge of the campus, specific operating systems. Provide information requested and/or obtained through resources available in the office.
• Update and maintain databases including but not limited to, Zuercher record management system (RMS) which contains sensitive information regarding personnel, equipment, training, addresses, crimes, reports, warrants, evidence, accident reports, tows, Triple III's, arrests, incidents, found property and other information. Update and maintain emergency contact information to include but not limited to, Tech Alert numbers, emergencies involving students, faculty, staff, officers, building supervisors, alarm responses and campus community. Will handle confidential and sensitive information which may include writing and reviewing outgoing letters, memos, reports and e-mail messages.
• Perform office duties to include but not limited to: Filing of reports, citations, fingerprint cards, protective orders, warrants, trespassing papers, shift sheets, accident forms, waivers and sex offender registry, operate phone system, take messages, customer service, fax, email, scan, compile stat reports, conduct bi-annual incident report audits, serve as a support system for investigations, assist administration and supervisor with assigned projects.
• Coordinate with Facilities, Student Life and the Department, requests for officers and other needs for campus events.
• Receive and transmit via cell phone/radio, critical information with accuracy and in a timely manner to the OIC (officer in charge), field officers, and other local agencies. Maintain communication with agencies that are providing support and assistance. Prioritizing calls received in order of precedence. Provide officers with pertinent information regarding descriptions of persons, vehicles, etc. as learned and/or gained by using available resources or as received by caller.
• Follow written protocol in activating the rapid notification systems known as Tech Alert (E2Campus) and LiveSafe. Tech Alert alerts mass amounts of people and agencies with a brief message received via email/cellphone. LiveSafe is a web based application that can use text messages, video, and voice to relay messages to the department or to the community. A call down list will also be activated upon a message being sent for Tech Alert.
• Master operations of multiple software programs to include but not limited to; CS Gold, E2Campus, LiveSafe, N.I.C.E., Zuercher, Wiser, and 911 hang up (WVUITS system). Monitor alarm systems as they become available. Notify designated contact persons of activated alarms, dispatch officers, maintenance, 911, fire department and/or ambulance service.
• Function as central dispatch for the Tech campus when the University Emergency Operations Center (EOC) is activated.
• Utilize 25Live to track requests for reservation of classroom and auditorium spaces and other University facilities. Explain University policies regarding this issue and refer individual to the appropriate University department. Coordinate the day-to-day requests for scheduling University Facilities (meeting rooms, seminar rooms, conference rooms, etc.) submitted by faculty, staff, students, administrators, outside agencies, and individuals in accordance with approved guidelines, policies and procedures. This involves communication with requestor to determine needs resolving any possible conflicts for space and/or negotiation the use of alternative spaces managed by other units. This includes events during the academic year and summer camps.
• Document set-ups to create a shareable file for future events.
• Issue at a minimum, weekly scheduling reports of facilities/room use.

Qualifications

• Associates degree; or an equivalent combination of education and experience.
• A minumum of 6 months of experience in the following:
  • Experience working in a complex business or higher education office supporting senior level leadership to include confidential information, scheduling, creating spreadsheets, documents, etc.
  • Experience with computer software in the Microsoft/PC environment.
  • Experience with professional writing.
• This level of responsibility requires a high degree of critical thinking, independent judgment, personal initiative and the ability to resolve complex situations and tasks with minimum supervision. Demonstrated ability to discern and establish priorities, exercise good judgment with exceptional attention to detail, while remaining flexible when unusual circumstances arise. Ability to organize, prioritize and ensure assigned and/or delegated tasks completed accurately in a timely manner.
• Ability to understand the goals and objectives of the University and University Police Department to effectively identify top alternatives, guide decision making, make recommendations, and aid in implementation.
• Possess excellent interpersonal skills using tact, diplomacy, and sensitivity when communicating with both internal and external customers, the media, students, faculty, staff, peers and community leaders.

• A Valid Driver's License.
• Ability to lift up to 20 pounds.