Administrative Assistant - Public Administration, the Institute for Policy Research and Public Affairs, and Leadership Studies
West Virginia University Eberly College of Arts and Sciences is currently accepting applications for an Administrative Assistant forPublic Administration, the Institute for Policy Research and Public Affairs, and Leadership Studies.
About the Opportunity
As an Administrative Assistant, you will provide high-level management to three units, Public Administration, the Institute for Policy Research and Public Affairs, and Leadership Studies. The major focus for this position is on the business and personnel needs of the units, including fiscal management of State, Research Corporation, Foundation funding and external grants, and providing Executive Assistance to the Administrative leaders for each unit.
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)
- 15 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
PAY GRADE - 15
What you'll do:
- Manage all the Public Administration, Institute for Policy Research and Public Affairs, and Leadership Studies, financial accounts including State, Foundation, Non-central, and research. Ensure balances are current and accurately maintained. Reconcile accounts and resolve financial discrepancies with the appropriate central accounting authority personnel. Manage internal departmental spending accounts including internal budgets for specific departmental committees, programs, and initiatives. Advise the unit leader and other personnel on use of departmental funds for matters including personnel, procurement, reimbursement, etc. following College, University and State guidelines. Assist in developing and monitoring annual project or program budget with supervisor and other staff. Access the Data Miner system for available funding, expenditures, grant project status, and accounts payable/procurement. Oversee complex financial functions that provide procurement (P-Card) and travel services to the faculty, staff, and students of the department. Provide training to departmental personnel including faculty, staff, and students regarding new programs and policies.
- Assist Administrative Leadership and principal investigators by providing routine procedural information, maintaining shadow budgets, assisting with annual reporting, monitoring spending, and assessing budget control. Assist with budget modifications, no-cost extensions, and close-outs. Perform monthly reviews and audits of all expenditures to ensure each charge is categorized within the correct budget. Provide ad-hoc budget and financial reports, as requested; assist with obtaining quotes from vendors; complete purchases that exceed $5,000; and prepare and submit reimbursement requests.
- Assist faculty in assessing, monitoring, spending, and budget control of complex external and internal revenue accounts. Assist principal investigators in research grant fund reporting by providing routine procedural and budgetary information. Assist new faculty with budgeting, managing, and tracking research startup funds.
- Complete appropriate payroll forms for new employees and submit to the Office of the Dean. Advise leaders, faculty, and staff on payroll procedures and timelines. Prepare payroll requests and submit requests to the appropriate office. Provide quality assurance and correct any errors promptly, as needed. Revise and prepare staff job descriptions to submit for searches and position reviews. Prepare requests for faculty incentive salary contracts, which include verification of amounts and funding. Prepare check deposits for submission to the Bursar's Office and WVU Foundation. Assist international faculty and graduate assistants in terms of INS rules and requirements for employment and serves as the department liaison for ISSS for the completion of international programs (i.e., H-1B, J-1, etc.).
- Manage and track finances associated with internal departmental initiatives and pilot programs.
- Oversee the daily operations of the unit's business office. Monitor internal procedures to ensure that all fiscal and administrative policies are consistent with institutional, state, and federal guidelines. Coordinate workflow for all units to ensure clear communication of appropriate tasks for staff member and students. Manage the office in a manner that ensures all tasks are done well, while maintaining a positive work environment. Assist faculty and students in the application process to apply for College and University travel funds and other internal grants. Supervise and facilitate main office operations including telecommunications, information technology (IT), shipping and receiving, and office equipment. Have purchasing authority in Mountaineer Marketplace and/or a Procurement Card to obtain office supplies, catering services, office equipment, etc. as needed in the performance of assigned duties.
- Plan and coordinate special events (e.g. meetings, banquets, lecturers, luncheons, dinners, etc.) attended by dignitaries, job candidates, students, alumni, donors, and faculty. Some of the duties may include, scheduling catering, reserving facilities, preparing invitations, attending event to ensure everything is set-up as ordered.
- Executive Assistant for 3 Unit Leaders: Support WVU-related work activities for 3-unit leaders. Manage and coordinate the calendar, email, and travel schedule. Screen visitors and phone calls, and schedule meetings and appointments in consultation with the unit leader. Compose routine and complex documents, including confidential correspondences, requiring knowledge of programs, procedures and practices for supervisors' signature. Attend faculty meetings. Maintain organized filing system of departmental records. Identify, in absence of the supervisor, any items that require action and initiate such action. Specifically for the Institute for Policy Research and Public Affairs, compile and maintain databases for state, local, non-profit, and private sector offices for which the Institute must maintain contact. Develop and maintain standard reports for the Institute for internal and external circulation.
- Academic/Student Assistance: Serve as the supervisor for hourly students as needed. Assist with study-abroad programs, compile assessment data from student survey forms and assist the unit leader with course scheduling.
- Departmental governance: Provide administrative support for faculty committees including faculty search committees, faculty evaluations committee, and accreditation and assessment reports committee.
- For faculty evaluations, duties include preparing Promotional and Tenure packets for external review, compiling faculty evaluations and submitting to Eberly College, and maintaining personnel files for current and former departmental faculty, with appropriate security measures and control of access to confidential files of the department.
- For accreditation and assessment reports committee, duties include maintaining and providing departmental data and metrics needed to complete specific reports.
- For visiting committee, duties include coordinating meetings, events, communication, and producing/distributing alumni newsletter.
- Create and maintain listserv for email correspondence with all faculty and staff by the employee and supervisor.
- Other duties as assigned
- Bachelor's degree in related field or equivalent knowledge and experience.
- A minimum of one(1) years of combined experience involving:
- Budget development/management
- Administrative office experience
- Grants administration (preferred)
- 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 such as the Microsoft Office suite
- Ability to learn University policies and procedures
- Ability to manage payroll & grants accounting
- Ability to plan and complete both short-range and long-range projects
- Highly self-directed and self-motivated with the ability to multi-task in a fast-paced environment
- Demonstrated excellent oral and written communication skills
- Demonstrated excellent customer service skills
- Ability to supervise others
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: Oct 13, 2022
Posting Classification: Classified
Exemption Status: Non-Exempt
Benefits Eligible: Yes