Office Administrator - Department of Geology & Geography, Eberly College of Arts and Sciences
The Department of Geology and Geography in the Eberly College of Arts and Sciences at West Virginia University is currently accepting applications for an Office Administrator.
About the Opportunity
This position manages the daily administrative affairs of the Department of Geology and Geography, including fiscal management of State, Research Corporation and Foundation funding, payroll, coordinating communications and workflow, supervising, door access, building supervisor, safety committee chair. In addition, provides grant management support to principal investigators in both pre and post award processes.
We strongly believe in work-life balance and keeping time for things we love outside our work. WVU offers generous benefits, including:
- 37.5-hour work week
- 13 paid holidays (staff holiday calendar)
- 24 annual leave (vacation) days per year or more based on years of service (employee leave)
- 18 sick days per year (for when you're ill, for when you need time to care for sick family, for your own, or your family's, regularly scheduled medical appointments. Who is family for the purpose of this leave? A lot of people in your life including immediate relatives and in-laws as well as others considered to be members of your household living under the same roof)
- WVU offers a range of health insurance and other benefits
- 401(a) retirement savings with 6% employee contribution match, eligibility to continue health insurance, and other retiree perks. Looking for more retirement benefits information? Check out retirement health insurance benefits, retirement income, and FAQ's.
- Wellness programs
What You'll Do
- Oversee the daily operations of the department's main business office. Monitor internal procedures for fiscal and administrative policies using institutional, state, and federal guidelines. Compiles statistical data for financial reports. Advise administrators and recommend courses of action.
- Assist the Chair in assessing, monitoring, spending, and budget control of complex internal and external funding sources within a major department that awards seven different degrees in three different fields. Compose routine and complex, confidential correspondence requiring knowledge of programs, procedures and practices for the chair's signature. Serve as the chair's signature designee for routine items such as payroll forms, procurement, facilities work authorizations, etc.
- Serve in an advisory capacity following policies and procedures concerning personnel, payroll, purchasing, financial matters, and College, University and State guidelines.
- Coordinate workflow of the department to ensure clear communication of appropriate tasks for staff members. Manage the office in a manner that ensures all tasks are done well, while maintaining a positive work environment.
- Oversee functions that provide procurement, payables, mail, copiers/printers, mail, graduate and undergraduate student advising, student records, course scheduling, travel, property disposition (shredding confidential documents, property surplus, etc.), and other functions as may be required.
- Directly supervise a classified employee, student workers and others hired to assist with departmental duties. Develop and maintain accurate job descriptions for classified staff, faculty equivalent positions, Mountaineer Temp positions, and student worker positions within the department.
- Responsible for hiring, firing/disciplinary actions, and performance reviews of all office personnel. Ensure work is proceeding on schedule and that it meets quality/quantity standards. Interpret work guidelines and make work expectation clear. Delegate appropriate assignments.
- Manage the time and leave reporting system - MyTime. This includes ensuring that all leave requests and timecard punches are accurate and approved for all supervised employees. Also serve as the designee for faculty that have hourly workers and assist them in reviewing and approving timecards.
Maintain detailed records of office space assignments, furniture and equipment.
- Ensure that capital equipment is tagged with a university property tag. Serve as point of contact for University's bi-annual equipment inventory.
- Assist chair and associate chairs in reallocation of space/equipment/furniture to better meet the department's evolving needs. Properly dispose of unwanted property and acquire new property.
- Maintain the integrity and confidentiality of files including confidential office records.
- Assist chair in maintaining and developing alumni relations by maintaining contact lists and assisting in alumni communications.
- Develop and coordinate the process of splitting and disbursement of returned overhead funds to the Department and Principal Investigator for the Indirect Costs (Overhead Accounting) breakdown.
- Coordinate and participate in conferences, events, celebrations, workshops, and meetings. Tasks include but are not limited to scheduling rooms/tables/chairs/AV equipment, hospitality, speakers, parking, registration, payment arrangements, communications with participants, drafting and/or distributing agendas/programs/handouts, etc.
- Serve as the building supervisor for Brooks Hall. Utilize the Facilities Management work request system to report issues or to request service.
- Serve has the Building Safety Committee chair which is comprised of the chair, associate chairs and chemical hygiene officer (CHO).
- Serve as point of contact regarding the department's fleet of vans. Tasks include but are not limited to: development of a system for tracking training, usage, repairs and maintenance; schedule maintenance/repairs as needed; coordinate the sale and surplus of vans; coordinate the rental and billing of vans to other university departments; etc.
- Develop and maintain an internal accounts receivable system for invoicing and collecting payment for the users of departmental software, services, training, etc.
External Research Responsibilities
- Currently the Department of Geology and Geography research budget exceeds $7 million. The incumbent will assist principal investigators with administrative and financial tasks associated with pre-award and post-award grant proposals.
- Pre-Award Duties include but are not limited to: Budget development/modifications, communication of agency/university deadline dates, coordination of grant submissions with the Office of the Dean, the Office of Sponsored Programs or the WVU Foundation and providing faculty with guidance and procedural information.
- Post-Award Duties include but are not limited to: Grant expenditure reporting, analysis (burn rates), and expenditure adjustments, ensure cost share is documented and being met, review and, as necessary adjust salary expenses to reflect effort performed on the grant, ensure effort reports are being reviewed, signed and returned in a timely fashion, assist with preparation of financial reports to grantor agencies, ensure faculty are following grant guidelines and that the money is being used for the purposes for which it was provided.
- Bachelor's degree in related field or equivalent knowledge and experience.
- A minimum of one (1) year of combined experience involving:
- Budget development/management
- Administrative office experience
- Demonstrated ability to create and manage budgets
- Demonstrated knowledge of payroll and budget regulations and policies which govern them
- Demonstrated ability to manage an office
- Ability to understand external grant administration and proposal development
- Demonstrated ability to utilize basic business office software, including but not limited Oracle applications, Microsoft Outlook, Word, PowerPoint,
- Excel, and Microsoft Access
- Ability to learn University policies and procedures
- Ability to learn payroll & grants accounting
- Ability to supervise
- Demonstrated excellent oral and written communication skills
- Demonstrated excellent customer service skills
- Experience in grants administration
- Supervisory experience
At West Virginia University, we leverage our talents and resources to create a better future for our state and the world. As West Virginia's land-grant university, WVU has three campuses that touch each corner of the state. The WVU System includes 518 buildings on 15,880 acres, Extension Service offices in all 55 counties, ten experimental farms and four forests.
From the groundbreaking R1 research of our flagship campus in Morgantown to the career-oriented programs of WVU Potomac State in Keyser to the technology-intensive programs at WVU Tech in Beckley - the contributions of WVU employees directly impact the 1.8 million people of West Virginia every day, no matter their role or position.
Service, curiosity, respect, accountability, and appreciation are the core values that unite Mountaineers, inspiring one another to work tirelessly and support others as they seek to reach new heights. After all, when you're a Mountaineer, impossible is just another mountain to climb.
Creating an inclusive, engaged, and dynamic learning environment is core to WVU's academic mission. We welcome candidates who can contribute a range of ideas, approaches and experiences.
To learn more about West Virginia University, visit go.wvu.edu. View current career opportunities at careers.wvu.edu.
West Virginia University is proud to be an Equal Opportunity employer and is 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 applicants regardless of race, ethnicity, color, religion, gender identity, sexual orientation, age, nationality, genetics, disability, or Veteran status.
Job Posting: Nov 20, 2023
Posting Classification: Non-Classified
Exemption Status: Exempt
Benefits Eligible: Yes