The Registrar Office at West Virginia University is seeking applications for an Office Administrator. This position provides independent, administrative support to the University Registrar and to the other administrators in the Office of the University Registrar. Duties include, but are not limited to, assisting the University Registrar with highly confidential correspondence, reports and memorandums on academic and personnel issues requiring a high level of confidentiality; managing the University Registrar's, Associate Registrars' and Assistant Registrars' complex schedules; coordinating and formatting various documents that are intended for distributing external to the Office of the University Registrar, and act as a central source of information for WVU employees, students, and the general public on policies and procedures of the University Registrar. The incumbent also independently creates the University's academic calendars for the University Registrar's approval. Also plays a central role in managing the Academic Common Market Program at WVU.
In order to be successful in this position, the ideal candidate will:
Provide administrative support for the University Registrar and as needed, the Senior Associate Registrar, the Associate Registrar for Technology, which includes addressing administrative problems and inquiries.
Manage the University Registrar's dynamic schedule.
Initiate or respond to requested appointments and place those appointments on the University Registrar's calendar, prioritizing the frequent schedule conflicts to increase the efficiency.
Initiate quick and incisive decision making that accounts for the complexities of the university's priorities and of the University Registrar's role at the university is an essential skill.
Make important determinations of the use of University Registrar's time based on the understanding of the needs of the Office of the University Registrar, the academic mission of the entire university, and the need for the University Registrar to represent the institution.
Manage projects of significant size, scope and complexity as assigned by the University Registrar, which may be confidential and/or impacting the core academic mission of the university (e.g. meetings with colleagues from other institutions, meetings with colleagues from affiliate institutions, etc.). Provide additional support for meetings of the Registrar's Advisory Council, special task force meetings headed by the University Registrar, intra-offices, professional retreats, luncheons and ceremonies.
Contact the offices of various administrators, particularly the Provost's Office as well as Academic Deans, Assistant and Associate Deans, etc, to determine availability for all required in attendance, generating and managing guest list/attendee lists for events, creating and distributing appropriate invitations, generating and disseminating materials needed for event, securing meeting locations and technology and all needed catering.
Brief the University Registrar on meetings that the Registrar is involved in and provide background materials on items to be discussed.
Type and edit the University Registrar's correspondence reports, and personnel communications, the majority of which are confidential in nature. In this capacity, ensure clarity of subject matters, proper formatting, spelling, and grammar and ensure the overall standards of the Office of the University Registrar are maintained. Print a final hardcopy for signature of the University Registrar when appropriate and distributes original and copies as appropriate. These duties necessitate close and frequent interaction with University administration, specifically and most frequently the Office of the Provost, the Office of Undergraduate Academic Affairs and the Office of Graduate Academic Affairs, among others.
Responsible for the creation of the University's academic calendar for the review and approval of the University Registrar and subsequently the Associate Provost of Undergraduate Academic Affairs and the Faculty senate. Requires extensive attention to minute details and frequently requires the development of multiple variations of the same calendar before finalizing. Also requires understanding of academic policies and impact of calendar on same.
Work with the Associate Provost of Undergraduate Academic Affairs office of only two employees campus-wide evaluating current and potential students for the (SREB), (ACM) program, and the (GCR) program. The ACM program is a tuition-savings program for college students in the 16 SREB member states who want to pursue any of the 43 different degree programs offered at WVU that are not offered by their in-state institutions. Knowledgeable of participating SREB states, the degree programs approved for each state, and knows of the application process. Garrett County Reciprocity program is a similar program offered to the residents of Garrett County, Maryland.
Change the residency status of each student approved for both programs and assessing in-state tuition and fees. Maintain a current electronic copy of approval letters and reporting to the Associate Provost's office those students who are not in compliance with ACM and GCR regulations (i.e. major change, gpa, credit hour enrollment, etc.) and changing residency status. Communicate with college representatives, students and parents regarding both programs. Screen and processe all incoming printed and electronic correspondence, which requires comprehensive knowledge of office policies and procedures, or refer to appropriate staff member for response. Attach appropriate background material to correspondence for the response of the University Registrar.
Handle the logistics of travel for the University Registrar, Associate Registrars, Assistant Registrars, and Professional Technologist staff by gathering dates, times, destinations, hotel preferences, and mode of transportation preference, then contacting appropriate agencies and entities to make reservations. Give copies of an itinerary that includes dates, times, and locations as well as confirmation numbers. Resolve travel related problems through Finance EBO.
Perform ad hoc tasks as required and directed by the University Registrar including (but not limited to) coordinating national personnel searches, serve on special committees, attend and record meeting minutes, building supervisor duties, facilities and telecommunications liaison.
Utilize Procurement Card and WVUBuy to secure meeting locations and technology, office supplies, catering services, etc. Evaluate and recommend purchases relating to computers, printers, fax machines, other office equipment and furniture. Sign vouchers and similar papers/forms on behalf of self and University Registrar.
Answer telephone calls acting as a central source of information for the members of other institutions, campus departments, WVU employees, students, parents, and the general public on the procedures and policies of the Office of the University Registrar. Screen and evaluate all calls; providing information as necessary and forwarding calls requiring personal attention.
Collaborate successfully with the Associate Registrars' direct reports to gather and/or provide information on specific issues, relay task assignments and their deadlines. Perform all routine administrative support tasks, including, but not limited to, disseminating all electronic mail inquiries submitted to the Registrar's vanity account, ordering and storing office supplies, scanning, faxing, copying, mailing, and greeting visitors to the office, etc.
Perform other duties as assigned by the University Registrar, the Senior Associate Registrar, the Associate Registrar for Academic Services, and the Associate Registrar for Technology.
Pay Grade: 16
The job requires knowledge equivalent to that which normally would be acquired through the completion of a Bachelor's degree or the equivalent of experience and education that provides the knowledge, skills, and abilities to support executive-level positions in a university environment.
One (1) year of directly related and progressively responsible of expansive university work experience which must include support of an executive level position, confidential office protocol, scheduling, arranging travel, work processing, editing, composing correspondence, creating spreadsheets, operating computers, and knowledge of the University structure, policies and procedures, or an equivalent combination of education and experience.
The knowledge, skills, and abilities are typically acquired through the levels of education and experience listed. However, an appropriate equivalent combination of education and/or experience, which provides an applicant with the listed knowledge, skills and abilities to perform the essential duties and responsibilities of the job, may be acceptable.
Ability to maintain absolute confidentiality pertaining to sensitive university issues.
Demonstrated ability to use independent judgement when prioritizing work and evaluating the criticality of various university issues while multitasking other job duties.
Demonstrated ability to communicate clearly and professionally over the phone and in person.
Demonstrated knowledge of various state and federal regulations as they pertain to student and general university issues such as state residency laws, the Family Education Rights and Privacy Act (FERPA), Freedom of Information Act (FOIA), etc.
Knowledge of university structures and systems, such as performance reviews, tuition assessment, advising procedures.
Exceptional organizational and logistical skills.
Ability to work across disciplines and departments, as well as within the office, to finish projects and/or achieve goals of the University Registrar and the university as a whole.
Demonstrated ability to work with commonly used enterprise technology programs, including but not limited to all applications within the Microsoft Office Suite, Adobe Acrobat Pro, Outlook, Banner, Argos, and Degree Works.
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 https://talentandculture.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: Mar 6, 2020
Posting Classification: Classified
Exemption Status: Non-Exempt
Benefits Eligible: Yes
Internal Number: 201322
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.