(Hybrid) Program Assistant II - Planning, Design and Construction

Description

The Design and Construction department of Planning, Design and Construction is seeking applications for a Program Assistant II position.

About the Opportunity

As a Program Assistant II, you will support the functions of the Design and Construction department within the Division of Auxiliary and Business Services in the areas of computer management systems, business processes, purchasing and procurement support, document/records management, administrative support, project management support and office management support.

Planning, Design, Construction & Scheduling functions to plan and manage construction of the institution's outstanding facilities. From collaborative work spaces to innovative learning environments, they use creative design to reflect and enhance the University's mission.

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, 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 (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:

• Utilize the University's computer-based project management and eProcurement system for the following activities: enter requisitions for funding, purchase orders, contract orders, work orders and invoices/pay applications. Track requisitions and respond to problems with processing in the system.
• Support the purchase requests by obtaining required information/documents from vendors, contractors and consultants, such as various forms, certificates, affidavits, and licenses.
• Utilize the University's computer-based project management system to enter staff timesheets on a weekly basis
• Support the vendor payment process by entering information into the University's computer-based project management system and/or eProcurement system based on direction from Project Managers or other individuals who are responsible for the purchase. Track and respond to problems with processing in the system.
• Assist with troubleshooting and respond to issues with requisitions, orders and activities in the University's computer-based project management system and/or eProcurement system
• Assist with development, documentation and implementation of best practices and procedures for University's computer-based project management system and/or eProcurement systems.
• Assist with data entry required for State P-Card purchases in computer-based system as designee for card-holders.
• Assist with obtaining quotes for basic project purchases of non-technical items and/or services.
• Support project document control by saving documents into central document management system that is part of the computer-based project management
• Enter data into various computer base system to support Project Management Office based on direction from Project Managers, Project Engineers and Associate Director.
• Assist with non-technical activities in support of project managers and project engineers, such as scheduling project-related meetings and activities.
• Provide administrative support for the creation of various documents such as requests for quotes/bids/proposals, presentations, and other electronic documents, using the Microsoft Office suite of products. Serve as the resident expert for formatting, editing and creating template documents.
• Support purchase order/contract close-out, including contracting vendors with open purchase orders and obtaining required documentation to close purchase orders.
• Support office staff travel using University system for booking travel.
• Provide support for general office purchases and administrative activities, such vehicle maintenance, purchasing of office supplies including computers and other office equipment.
• Other duties as assigned by the Associate Director of Design and Construction in support of the unit and Auxiliary and Business Services.

Pay Grade: 13, WVU provides competitive wages for its employees, and takes experience and related education into consideration when determining appropriate salary.

Qualifications

Education

• Associate's degree or higher in field related to business, management, computer science, business systems, administrative office management or similar field. Equivalent experience may be substituted for education.

Experience

• At least one year of experience working in office or similar environment using computer software and business systems.

Knowledge, Skills, and Abilities

• Basic computer skills, word processing, spreadsheets, PowerPoint, Microsoft Office products
• Strong general computer aptitude for e-business solutions and computer software solutions
• Communication - ability to effectively communicate both verbally and in writing at various management levels.
• Strong basic mathematical, reading comprehension and English grammar.
• Problem solving
• Teamwork and collaboration