Program Assistant II- Planning, Design, Construction & Scheduling 13644
The Design and Construction department of Planning, Design, Construction & Scheduling at West Virginia University is seeking applications for a Program Assistant II position. This position 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.
In order to be successful in this position, the ideal candidate will:
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.
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.
Work Hours: Monday - Friday; 8:15 a.m.-4:45 p.m.
Pay Grade: 13, WVU provides competitive wages for its employees, and takes experience and related education into consideration when determining appropriate salary.
Associates 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.
At least one year of experience working in office or similar environment using computer software and business systems.
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.
Teamwork and collaboration
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: Mar 4, 2020
Posting Classification: Classified
Exemption Status: Non-Exempt
Benefits Eligible: Yes
Internal Number: 193263
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.