The John Chambers College of Business and Economics at West Virginia University is seeking applications for an Administrative Associate. This advanced administrative associate position provides complex independent administrative support for the Assistant Dean of Graduate Programs, PhD and master's level students, as well as provides general support to the Office of Graduate Programs staff within the John Chambers College of Business and Economics. Administrative tasks assigned for this position support the advancement of the goals and objectives for all graduate programs, with priority given to its two PhD programs. The PhD and Graduate Programs Coordinator will be exposed to sensitive knowledge and protected information; therefore, the ability to maintain confidentiality is critical. Work performed by this individual contributes to the successful operation of the College's graduate programs and affects the overall effectiveness and services provided by the office.
In order to be successful in this position, the ideal candidate will:
Report directly to the Assistant Dean of Graduate Programs.
Work with faculty, staff, administrators, and other offices within the College and across the graduate education community to a) lead the admissions application processing for both PhD programs, b) create and/or maintain record central database(s) for current and alumni PhD students, c) assist PhD students with all aspects of course scheduling and course management, and d) coordinate all aspects of degree completion requirements in accordance with University requirements.
Manage tuition waiver processes for each PhD program.
Serve as liaison to the Center for Career Development to assist departments identify career opportunities in- and outside of academe
Responsible for maintaining a job/positions available file (national and international positions) for Ph.D. candidates.
Prepare and distribute time sensitive personal reference letters for both internal and external job seeking PhD students and College alumni.
Manages and administers the doctoral candidate defenses and graduate processes. Including all necessary components such as scheduling defenses; securing all signatures and makes sure paperwork gets to the appropriate department by the published deadlines.
Prepares and maintains lists of graduate teaching assistants to be used in assigning teaching positions.
Adhere to the duties and responsibilities of this position (listed detailed description) in the categories of PhD and general graduate student support, PhD student success, PhD student life, and other general administrative duties.
Pay Grade: 14
Higher education/administrative or related business experience.
Experience in high level, independent executive position to a major administrator or CEO is preferred.
Working with the public and providing general customer support
Computer use – spreadsheets, databases, report generation and office software and equipment– (e.g., Access, Excel, etc.)
Must have excellent organizational skills and be able to cope with several priority situations at the same time.
Must have excellent customer service skills.
Must have excellent interpersonal skills required and must be able to work with diverse individuals and personalities while maintaining a friendly disposition.
Must have excellent decision-making skills, and the demonstrated ability to discern and establish priorities, complete tasks in a timely fashion and meet deadlines with accuracy, and exercise judgment and initiative in responding to inquiries and performing multiple assignments and activities that may include major adjustments in scheduling.
Demonstrated tact and skill in handling sensitive and confidential information.
Demonstrated ability to draft and prepare clear and concise correspondence independently or at the request of the Assistant Dean of Graduate Programs.
Must have strong oral and written communication skills, including demonstrated ability to speak clearly and concisely.
Ability to use (or learn) and access databases (e.g., STAR/Banner) Demonstrated ability to use various computer functions and programs to accomplish tasks quickly and efficiently.
Must be proficient in Word, Excel, and PowerPoint. Ability to reason logically and analyze and solve problems; ability to take action to implement solutions without the need for continual guidance. Ability to review and proofread completed work for consistency to minimize errors.
Must know (or be motivated to learn) how to work within a complex organization with common office situations as well as deal with administrators at all levels both within and outside of WVU, faculty, and students.
Must be self-motivated and have experience with executing complex tasks with minimum supervision and perform in all areas without detailed instruction.
Demonstrated ability to organize digital files and retrieve information quickly and accurately.
Must adhere to proper unit attendance and punctuality standards.
About WVU WVU is a family of distinctive campuses united by a single mission. From the groundbreaking research of our flagship in Morgantown to the liberal arts hub of WVU Potomac State in Keyser to the technology-intensive programs at WVU Tech in Beckley — we are leveraging our talents and resources to create a better future for West Virginia and the World.
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.
About our College :
The WVU College of Commerce was born by order of the state higher education board on Nov. 10, 1951 and was known as the College of Business and Economics from 1971 until 2018, when it was renamed the John Chambers College of Business and Economics. The College offers ten bachelor's, ten master's, and two doctoral degrees. With an undergraduate enrollment of approximately 1,500, the College has more than 20,000 alumni worldwide. Business programs at the WVU John Chambers College of Business & Economics are accredited by AACSB International - The Association to Advance Collegiate Schools of Business.
Job Posting: Mar 12, 2019
Posting Classification: Classified
Exemption Status: Non-Exempt
Benefits Eligible: Yes
Internal Number: 167200
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.