Job Listings

Temporary Administrative and Accounting Assistant - School of Media and Communications - College of Creative Arts and Media

West Virginia University
Job Location:
Administrative Assistants

The Reed School of Media and Communications in the College of Creative Arts and Media at West Virginia University is currently accepting applications for a Temporary Administrative and Accounting Assistant.

About the Opportunity

This position serves grant administration needs of the College and specific administrative assistant needs for the Reed School of Media and Communications.

This is a new position that will report to the college's Chief Business Officer. 

Assignment Length: Approximately 8.5 months

Pay Grade: 14

What you'll do:

College of Creative Arts & Media Grant Administrator duties:

  • Work with faculty to help prepare pre-award grant budgets.
  • Establish and maintain College grant records database.
  • Monitor and alert faculty to upcoming grant reporting deadlines and submit financial reports related to them.
  • Work closely with the College's Chief Budget Officer to ensure grant reports and reconciliations are performed in a timely manner.
  • Compile and present financial information detailing expenditures, availability of funds, costs, etc. to determine the financial status of grants.
  • Research missing documentation to support transactions, as needed. 
  • Ensure all transactions are valid and that proper accounting codes are assigned.  
  • Function in the role of a Departmental Procurement Card Coordinator. 
  • Complete paperwork and submit according to the established guidelines of the EBO, University, Office of Sponsored Programs, or state and federal guidelines.
  • Make purchases and handle reimbursements/payments for grant-related expenses. 

Reed School of Media & Communications Admin Asst duties:

  • Function in the role of a Departmental Procurement Card Coordinator 
  • Accurately complete paperwork related to Procurement card purchases, purchase orders, employee reimbursements, etc. as needed and submit according to the established guidelines of the EBO, University, or state and federal guidelines. 
  • Submit travel pre-approval authorizations to the Director or her designee and manage reservations made on School PCard.
  • Interpret university travel regulations for faculty, staff and students, as needed. 
  • Submit travel documentation, when needed, for reimbursement after verifying compliance with state and grant regulations.
  • Trace reimbursement requests through the university and state systems when payment is not received in a reasonable time. 
  • Maintain a shared spreadsheet with up-to-date information to track completed travel and purpose and any travel grants received.
  • Work closely with the College's Chief Budget Officer to ensure travel reports and reconciliations are performed in a timely manner.
  • Answer the phone and greet visitors, staff, & faculty, as needed. 
  • Take minutes of School of Media and Communications faculty and staff meetings.
  • Associate degree, preferably in business, accounting, administration, finance; or an equivalent combination of education and experience. 
  • A minimum of two (2) years of experience in the following: 
    • Providing both reactive and proactive administrative support to a department or business unit. 
    • Maintaining and tracking various deadlines and budgets. 
    • Accounting, financial reporting, payables, or procurement cards. 
  • Interpersonal and customer service skills, including electronic, verbal, written and oral skills to work with a variety of faculty and administrators.
  • Organizational and time management skills required to manage multiple projects, reports, requests, and workload. 
  • Mathematical skills sufficient to perform financial and other mathematical calculations. 
  • Demonstrated ability to organize information and draw logical conclusions. 
  • Demonstrated ability to maintain confidential information. 
  • Knowledge of basic office methods, procedures, practices, and protocols. 
  • Ability to learn State of West Virginia Purchasing Regulations. 
  • Ability to learn Oracle (MAP), DataMiner and other related software programs to review departmental/research and supply account information. 
  • Knowledge of bookkeeping and budget procedures. 
  • Ability to work independently and collaboratively in a structured environment.

Preferred Qualifications:

  • Experience in higher education.

About WVU

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.

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: Jul 10, 2024
Posting Classification: Temporary
Exemption Status: Non-Exempt
Benefits Eligible: No
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