Job Listings

Program Assistant III - College of Creative Arts

Company:
West Virginia University
Job Location:
Morgantown, West Virginia
Category:
Facilities Management


Description

The College of Creative Arts at West Virginia University invites applications for the position of Program Assistant III. This position will guide the management of College of Creative Arts Facilities in accordance with the goals of the College and University, while supporting the work of students, faculty and staff through creative problem solving. This position will facilitate communication and provide oversight for scheduling and access requests and general maintenance and upkeep of the facilities. This position will provide operational support to students, faculty, staff and guests. Occasionally this role requires a flexible work schedule (flex time) and some work on evenings and weekends.

In order to be successful in this position, the ideal candidate will:

Facilitate communication with collaborators, stakeholders and customers for successful operation of College-wide activities and drive department's customer service efforts.

  • Lead department's customer service effort by serving as primary initial contact for students, faculty, staff and guests' inquiries or requests for service.
  • Manage CCA Production & Facilities email account.
    • Working independently, address inquiries in a manner consistent with established policies and principles.
    • When appropriate, delegate responsibility for each inquiry by forwarding to individual work email account of appropriate CCA Production & Facilities staff member and clearly stating expectations.
    • Follow up on any issues not addressed correctly or in a timely manner.
    • Ensure adequate communication with all faculty, staff, and students to keep them informed regarding the status of their request.
  • Field other requests for service submitted through various online forms and contribute to the upkeep of internal databases and automated workflows.
  • Improve and refine existing workflows and actively seek new opportunities to support the work of the College.
  • On behalf of the College, manage the submission of work orders for general building maintenance and minor alteration projects and act as the initial contact for employees and students of the CCA.
  • Coordinate follow up communication with Facilities Management and end users on existing work orders and their status.

Oversee facility scheduling and access requests.

  • Field scheduling requests for all reservable CCA facilities in accordance with established policies and the priorities of the College.
    • Address requests as appropriate by applying existing standards, developing new standards, and communicating decisions and reasoning when necessary.
    • Offer alternative solutions when feasible to ensure proper utilization of resources and the best possible service for all constituents of the College.

When appropriate, collaborate with Director of Production and Facilities and School Directors for high-level scheduling and planning.

  • Maintain proper formatting in scheduling software, 25Live, to ensure consistent operation of automated searches and calendar services.
  • Ensure proper training is offered to College personnel regarding the use of 25Live and ensure training materials are kept up to date.
  • Oversee programming of electronic locks for proper personnel to have access to studios, classrooms, labs, and offices.
  • Issue keys to all other locks as appropriate.
  • Maintain Access Request database.

Address general maintenance and upkeep of all CCA facilities in conjunction with other campus departments.

  • Proactively address minor issues and perform routine building maintenance tasks as necessary.
  • Coordinate special requests related to dumpster rental, recycling pickup or debris removal.
  • Arrange for special cleaning requirements with housekeeping supervisors.

Collaborate with other CCA Production & Facilities staff to ensure continued efficient and safe operation of all activities.

  • Assist in the diagnosis of network, communications and workflow trouble shooting.
  • Assist with physical setups of academic classes, events, meetings or other special events in the CCA as assigned.
  • Responsible for restocking and ordering of supplies for the CCA's First Aid Cabinets and for administering monthly AED inspections and upkeep.

Throughout the execution of these duties, participate in fostering the achievement and advancement of the CCA's educational and artistic mission and goals.

  • Ensure quality and consistency in the technical direction and management of the facilities.
  • Provide and maintain a safe working environment within the facilities.
  • Provide an environment that is conducive to learning and that encourages and respects all forms of creative and artistic work within the facilities.
  • Uphold all CCA and WVU policies in a firm, polite, and professional manner.
  • Work amicably with users of the facility-especially with students, faculty, and members of the public.

Pay Grade 15



Qualifications
  • Associate degree or an equivalent combination of education and directly related experience.
  • At least 2-years working in theatre production either in high schools, technical, or professional theaters in order to be conversant with theatre users and/or other professional road show managers.
  • General knowledge of facility maintenance practices.
  • Ability to research, evaluate, learn and implement new and emerging software applications to further enhance College-level operations and service provided to our many audiences.
  • Knowledge of electrical currents and principles.
  • Knowledge of carpentry and mechanical applications, including demonstrated ability to use hand and power tools.
  • Knowledge of local, state, and federal building, safety and fire codes.
  • Knowledge and experience in production and presentation of theatre, dance, music, art or design.
  • General understanding of design principles of theatrical lighting, scenery, rigging, and audio systems.
  • Ability to read, write and perform mathematical calculations.
  • Ability to follow oral and written instruction.
  • Ability to respond appropriately in stressful situations, including those related to safety.
  • Ability to perform tasks requiring exposure to dust, heights, moving parts, and noise.
  • Ability to lift up to 50 lbs.
  • Ability to walk and stand for extended periods of time.
  • Ability to manage policy and procedure efficacy.
  • Ability to maintain proper unit attendance and punctuality standards.
  • Ability to work amicably with all users, especially students, faculty, and members of the public.


Requirements

  • Resume
  • Valid driver's license


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.

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 23, 2021

Posting Classification: Classified

Exemption Status: Non-Exempt

Benefits Eligible: Yes
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