Program Assistant III - WVU Tech (Beckley)

The School of Arts and Sciences at West Virginia University Institute of Technology is currently accepting applications for a Program Assistant III.

About the Opportunity

The Program Assistant III performs routine to complex administrative duties in support of the School of Arts & Sciences. The employee reports to the administrator who leads the School of Arts & Sciences.

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 (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

• Receives and greets visitors to the School of Arts & Sciences, determines nature of visit, and directs visitor to the appropriate employee.
• Answers telephone, screens calls, and communicates messages to faculty, staff and students.
• Reads email, screens % email, replies and/or forwards email messages to faculty, staff and/or students.
• Maintains state, Foundation and Research Corp. budgets for the School of Arts & Sciences.
• Handles personnel actions for the School of Arts & Sciences including overload and supplemental payments to faculty.
• Schedules meetings and meeting rooms and notifies attendees; Takes and types minutes and maintains meeting minutes histories for Program Director meetings, advisory board meetings and other meetings within the School of Arts & Sciences.
• Plans and/or coordinate events such as award ceremonies and advisory board meetings.
• Reviews/edits materials created for others for proper formatting and spell check, making necessary changes and printing final hard copies for supervisor review and signature. May send email communications on behalf of the administrator who leads the School of Arts & Sciences.
• Keyboards letters, reports, charts, graphs, manuscripts, forms, and/or memoranda from rough draft to final form utilizing word processing software. Proofreads all typed material and corrects errors in sentence structure, grammar, spelling, and punctuation.
• Assists in program assessment and evaluation for program (e.g. ACS) and regional accreditation
• Coordinates and processes travel requests from faculty, administrators, student groups, and guests
• Completes travel reimbursement through ChromeRiver or similar systems and verifies that all necessary documentation is present for filing expense forms.
• Stocks, orders and inventories supplies and assets for the School of Arts & Sciences using Mountaineer Marketplace and/or p-cards. Ensures that reconciliations are completed.
• Establishes new filing systems when needed and maintains electronic files for assignment area. Files a variety of documents by alpha, numeric, subject matter, and chronological order. Provides copies of information from files upon request by locating information, photocopying, and returning information to appropriate location or through electronic communication.
• Participates in online, on-campus and, occasionally, off-campus training and professional development sessions to enhance job performance.
• Performs related duties as assigned or as directed.

Pay Grade: 15

• Requires business, secretarial or technical training related to the position to which assigned, obtained through a formal training program of over eighteen (18) months and up to three (3) years beyond high school, plus two to three (2-3) years of work experience directly related to the area of assignment;
• A minimum of two (2) years of experience in the following:
  • Served in an administrative support position
• Any equivalent combination of related education and/or experience will be considered.
• All qualifications must be met by the time of employment.

Knowledge, Skills, and Abilities

• Knowledge of office methods, procedures and protocol, along with thorough knowledge of correct English, grammar, spelling, punctuation, and sentence structure.
• Strong 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.
• Demonstrated ability and skills to use computers and related software, including word processing, spreadsheets, (Examples: Microsoft Office Software; Word, Excel, and Power Point).
• Demonstrated skill in using mainframe/microcomputers for Internet data collection, electronic mail, and other software.
• Ability to read and write in English.
• Ability to operate standard office equipment.
• Ability to learn scientific, technical or specialized terminology and information relating to the area of assignment.
• Excellent verbal and written communication skills.
• Proven skill in interacting with the public.
• Organizational and time management skills required to manage multiple projects, reports, requests, and work load.
• Ability to keyboard with accuracy.
• Ability to take accurate telephone messages.
• Ability to operate or to learn how to operate standard office equipment including fax, copier, electronic calculator, answering machine.
• Ability to file and retrieve information in alpha, numerical, subject matter, or chronological order quickly and accurately.
• Ability to learn and to apply effectively the policies, procedures and guidelines affecting the position and work unit to which assigned, as well as the institution.
• Ability to maintain confidentiality.
• Ability to work independently.

• Valid Driver's License

West Virginia University is a place of purpose and community. We take pride in our profound impact on the state of West Virginia and are committed to the personal and professional growth of our employees.

From the groundbreaking R1 research at our flagship campus in Morgantown to the career-oriented programs at WVU Potomac State in Keyser, and the technology-intensive programs at WVU Tech in Beckley, the contributions of WVU employees resonate across the state, touching lives and shaping futures.

At WVU, you will discover a supportive community that champions work-life balance and fosters a collaborative atmosphere. Our core values - service, curiosity, respect, accountability and appreciation - unite us as Mountaineers.

Join us at West Virginia University, where your work will make a lasting impact. To learn more about WVU, visit wvu.edu.

West Virginia University is an Equal Opportunity Employer. We invite all qualified applicants regardless of race, color, religion, sex, national origin, age, disability, genetic information, or Veteran status.