Administrative Assistant - Office of the Dean 10678
The Office of the Dean for The Eberly College of Arts and Science is seeking applicants for an Administrative Assistant. This position is responsible for performing administrative and analytical duties for the largest academic unit at West Virginia University. This position performs high level administrative duties for the Associate Dean for Academic Affairs, Associate Dean for Faculty, Associate Dean for Research, Associate Dean for Financial Planning and Management, and Assistant Dean for Development.
In order to be successful in this role, the ideal candidate will:
Provides administrative support to the Associate Dean for Academic Affairs, Associate Dean for External Research Development, Assistant Dean for Development, Associate Dean for Faculty, and the Associate Dean for Financial Planning and Management.
Independently manage the calendars of the Associate Dean for Academic Affairs, Associate Dean for External Research Development, Associate Dean for Faculty, and the Associate Dean for Financial Planning and Management and to a lesser extent, the Dean.
Prioritize urgent and important meetings, events, ceremonies, and conferences. Anticipates and adjusts schedule conflicts. Important determinations of the use of the Associate Dean's time are made based on the understanding of needs of the College and the need to represent the institution.
Review applications for the Eberly College Graduate Travel, the Academic Affairs Doctoral Travel, and the Academic Affairs Doctoral Research Programs and independently approves or denies student applications.
Apply proper funding in accordance with College and Academic Affairs policies and procedures. Notifies the appropriate individuals to ensure that all paperwork is processed on time.
Serve as back-up to the Office Administrator Senior and provides executive level administrative support to the Dean.
Assist in supervision of student workers by providing mentorship, feedback and delegation of duties to the students. P
Perform all of the processes within the procurement and accounts payable area related to travel reimbursements.
Be familiar with, and adhere to, State and WVU Foundation travel regulations. Coordinates and arranges travel for Associate Deans. Schedules flight arrangements, reserves hotel rooms, ground transportation and registration.
Renew memberships for various organizations on behalf of the Associate Deans.
Order office supplies, including FEDEX shipment supplies and copier supplies, from various vendors for the Dean's Office and EBO. Responsible for maintaining inventory and assuring that supplies are readily available.
Have knowledge of, and adhere to, State and WVU Foundation procurement policies.
Attend and assist with College events such as the Weekend of Honors Ceremony & the Eberly Commencement Ceremonies.
Assist with graduation entails collecting student data, printing and sorting reader cards (approximately 1,500), purchasing supplies, and working the event.
Assist supervisor or others with social functions in the Office of the Dean in the area of catering, scheduling, invitations, and set-up of event.
Implement and monitor College's Undergraduate Academic Enrichment Program (AEP).
Meet with students and faculty to discuss the program, procedures for applying, and questions regarding funding for trips and/or special projects.
Serve as the College level contact for the Digital Measures database. The incumbent will assist the supervisor and the Digital Measures Central Administrator with developing and managing systems for loading archival documents related to faculty achievement and faculty evaluation into the Digital Measures database, managing faculty and staff system access, providing assistance and support to college faculty and staff, and other routine and non-routine data management projects as assigned .
Pay Grade: 15
Bachelor's Degree in a business related field or equivalent experience is required.
One (1) to Two (2) experience in:
Administrative office support
Microsoft Suite (Word, Excel, & PowerPoint)
Business Writing (Preferred)
About WVU At West Virginia University, we pride ourselves on a tireless endeavor for achievement. We are home to some of the most passionate, innovative minds in the country who push their limits for the sake of progress, constantly moving the world forward. Our students, faculty and staff make this institution one of the best out there, and we are proud to stand as one voice, one university, one WVU. Find out more about your opportunities as a Mountaineer at http://hr.wvu.edu/.
West Virginia University is an Equal Opportunity/Affirmative Action Employer and the recipient of an NSF ADVANCE award for gender equity. The University values diversity among its faculty, staff and students, and invites applications from all qualified individuals, including minorities, females, individuals with disabilities and veterans.
Job Posting: Jan 15, 2019
Posting Classification: Classified
Exemption Status: Non-Exempt
Benefits Eligible: No
Internal Number: 161300
About West Virginia University
West Virginia University, founded in 1867, has a long and rich history as a public, land-grant institution. WVU encourages scholarship and offers high-quality academic programs while serving the state of West Virginia and the nation. WVU statewide includes campuses in Beckley, Charleston, Keyser, Martinsburg and Morgantown – which has been ranked as a #1 Small City in America. WVU is an R1 Doctoral Research University (Highest Research Activity), one of only 115 nationwide. WVU offers 212 degrees throughout the 14 colleges and schools. Areas of specialty include STEM education, healthcare in Appalachia, shale gas utilization, radio astronomy and forensics. WVU researchers have helped confirm the existence of gravitational waves and uncovered diesel vehicle emissions discrepancies. Statewide, there are over 31,000 graduate and undergraduate students along with 190,000 alumni worldwide. WVU is reinventing West Virginia’s future by strengthening education, healthcare and broad-based prosperity.