The College of Education and Human Services at West Virginia University is seeking applications for the position of Administrative Assistant. This position will provide support the Department of Learning Sciences and Human Services by working directly with the Department Chair, Endowed Director of the WVU Nursery School, Assistant Department Chair, and multiple program coordinators. The position provides fiscal management, supervises departmental and administrative staff, and overseas administrative affairs. Responsibilities also include supporting the grant management aspect of the Department by working closely with the Dean's Office, Principal Investigators, and the Expert Business Office regarding pre- and post-award grants.
In order to be successful in this position, the ideal candidate will:
Manage of the administrative affairs of the Learning Sciences and Human Development Department (LSHD), including fiscal administration, human resource management, dissemination of policies and procedures, and technical support and training.
Manage the department, payroll functions, budgets, grants (pre/post award) and other departmental planning efforts.
Provide guidance, oversight of detailed accounting functions on all accounts, charges made on P-cards, Mountaineer Marketplace, and purchase orders, etc.
Work with Department Chair, Endowed Director of the WVU Nursery School, Assistant Department Chair, and multiple program coordinators concerning all budget matters by assuring correct funding and procedures are used.
Maintain confidential Departmental records, supervises maintenance of all other Departmental records and maintain archives.
Responsible for Year-to-Date Budget Status Report, inquiry on account balances, expense distribution report, account analysis report and labor distribution report for review Department Chair, Endowed Director of the WVU Nursery School, Assistant Department Chair, and multiple program coordinators.
Supervise departmental classified staff by establishing work duties, work schedules, approving leave, conducting yearly employee evaluations, revising position descriptions as needed, resolving work-related issues/conflicts, and counseling and/or discipline staff as needed.
Oversee updates of all LSHD-related programs and department information for the WVU graduate and undergraduate catalogs.
Oversees SLI coordination for departmental scheduling (fall, spring and summer) semesters by working with Department Chair and program coordinators to determine course offerings, and coordinate and schedule instructors for all courses in the department.
Serve as the promotion and tenure contact for the department and oversee the maintenance of faculty files. Work with the Department Chair, Assistant Department Chair, and Departmental P&T Committee to assure faculty files are prepared and submitted in correct format.
Work Hours: 37.5 hour per week
Length of Assignment: 12-month position
A bachelor's degree in business administration, accounting, finance or another related field; OR a combination of education and experience which provides the required knowledge, skills and abilities.
One (1) year of experience with working with and managing grants, contracts, and other externally supported funding sources; or working in an academic/education department.
Working knowledge related software such as MS Office, MAP, STAR/Banner 9, Argos, Oracle, Data Miner, degree works, CIM, MyTime, Digital Measures, Mountaineer Marketplace, and MyExpenses is preferred.
Knowledge of federal, state, research corporation, and WVU foundation policies and procedures pertaining to procurement, account payable, accounts receivable, travel, budget, payroll, fixed assets.
Ability to plan, coordinate, train and direct office staff through demonstrated strong administrative, leadership and interpersonal skills.
Demonstrated ability to use a computer and various University software packages.
Proven time management skills with the ability to adhere to specific deadlines.
Excellent mathematical skills to perform routine and complex financial calculations.
Demonstrated knowledge and application of budgeting principles.
Knowledge of federal regulations governing grants and contracts as they pertain to grants received.
Demonstrated ability to prepare written reports for grants and contracts describing activities and accomplishments in a professional and timely manner.
Ability to communicate - both orally and written.
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: Nov 2, 2018
Posting Classification: Classified
Exemption Status: Non-Exempt
Benefits Eligible: No
Internal Number: 155620
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.