Administrative Assistant - Center for Veteran, Military and Family Programs

West Virginia University • West Virginia, WV

3d • Onsite

About The Position

The Center for Veteran, Military and Family Programs at West Virginia University is currently accepting applications for an Administrative Associate/Program Specialist. This position serves as an Administrative Assistant and Veterans School Certifying Official at WVU, Potomac State and WV Tech. The role involves counseling students and parents on the VA process for applying for Education benefits, determining eligibility, and monitoring enrollment status. The employee will possess knowledge in administrative tasks, budgets, event planning, and all VA, state, and federal education benefits to support WVU’s veteran, military, and dependent population.

Requirements

• Bachelor's degree or an equivalent combination of education/experience.
• A minimum of one (1) year of experience involving customer service/counseling/advising.
• A minimum of one (1) year of experience in a University/College setting.
• Ability to balance a variety of tasks and demands.
• Ability to work under pressure to meet deadlines.
• Excellent communication skills- both oral and written.
• Ability to understand complex instructions and follow multifaceted directions.
• Judgement and discretion skills on when to act, and when to consult others.
• Experience working in high pressure environments while maintaining a high level of attention to detail.
• Ability for independent decision making by an appropriate awareness of risk management factors.
• Strong organizational skills and the ability to establish priorities.
• Ability to work with deadlines to achieve office goals.
• Ability to work independently with little supervision.
• Research skills are required to acquire information in order to reach optimum solutions to student concerns.
• Exceptional customer service skills are essential.
• Must always exhibit professionalism and courtesy with faculty, staff, students, parents and external offices.
• Strong decision making and problem-solving skills.
• Familiarity with campus and community resources.
• Ability to utilize WVU STAR database, and other technology to gather data.
• Knowledge and experience with WVU ORACLE system.
• Knowledge of WVU policies and procedures related to purchasing, travel, personnel, and budget matters.
• Knowledge of CleanSlate, Microsoft Office, Banner, DegreeWorks, and Navigate.

Nice To Haves

• Experience with serving special populations on a college campus.
• Military background/connection and previous experience working with benefits.

Responsibilities

• Provide administrative support to the Director and staff of the Center for Veteran, Military and Family Programs.
• Independently manage calendars for the leadership and staff of the Center.
• Answer student inquiries about current benefits by accessing Enrollment Manager and certifying official databases.
• Assist students, WVU staff/faculty with inquiries related to students’ benefits.
• Compile information for computing institutional and state reports concerning the number of veterans served, educational benefits received, and other necessary information for the end of year fiscal reports.
• Prioritize and schedule meetings, events, conferences and ceremonies for the Center.
• Support certifying officials by educating and assisting students when starting the process of the various educational benefits.
• Reserve rooms as needed for meetings, tutoring and other events.
• Oversee vanity email accounts for general questions about benefits.
• Monitor and engage daily posting/management/engagement on Facebook, Twitter, and Instagram from CVMF.
• Take occasional videos and photos as needed.
• Confirm websites and social media accounts follow WVU’s policy and procedures.
• Ensure voicemails have been checked and calls returned or forwarded to the correct staff member.
• Provide directions and offers referrals to students for student support services/resources as needed (i.e. VA Education Hotline, Office of the Registrar, Office of Student Accounts, Financial Aid, Admissions, Accommodations, etc.).
• Assist with conflicts associated with disenfranchised students, parents, faculty and staff. Exercise sound and professional judgment to minimize conflicts in the support of operational leadership.
• Assist certifying officials with sensitive, confidential and complicated cases.
• Ascertain students’ concerns and determine whether the student needs to meet with a certifying official.
• Hire, train, supervise, process pay and evaluate the performance of tutors and work-study students.
• Assign responsibilities and daily tasks to student workers and review completed work for accuracy.
• Audit student files periodically for accuracy and completeness.
• Coordinate and distribute a monthly newsletter.
• Onboard new employees.
• Coordinate list for student graduation and ensure veteran cords are given to all eligible students.
• Help certify GI Bill® benefits.
• Make changes or updates in Enrollment Manager (VA system).
• Ensure third party contracts are accurate and placed for SFS to apply to students’ account.
• Serve as a point of contact for potential students who inquire about VA Benefits.
• Support and educate other departments on campus about VA benefits policies and guidelines.
• Independently investigate and resolve problems students encounter regarding timely processing of claims and payment of benefits.
• Liaise with Student Financial Services (SFS) and the VA to ensure accurate and timely delivery of Veterans Educational Benefits.
• Monitor changes in enrollment and student status to report to VA.
• Maintain records of VA students and make all records available for inspection/audits.
• Assist potential VA students in applying and obtaining education benefits.
• Provide financial and debt management counseling to students.
• Ensure VA students are fully aware of their responsibilities to maintain their benefit.
• Attend all VA training opportunities.
• Coordinate and participate with audit visits with VA federal and state representatives.
• Represent the University at recruitment functions, informational seminars and public relations activities.
• Address general questions on enrollment processes such as admissions, scheduling and payment of invoices.
• Maintain current knowledge of changes in federal and state legislation affecting Veteran Educational Benefits programs.
• Counsel students regarding cost of attendance, methods of payment and management of financial responsibilities.
• Inform SFS of the amount of VA benefits a student has to apply to balance of account.
• Interpret, implement, and maintain up-to-date knowledge of Federal and State guidelines governing VA benefits.
• Provide Director with current balances, past expenditures and recommended courses of action on budget transactions.
• Keep up to date on budget policies, procedures, processes and regulations at WVU.
• Prepare and maintain fiscal records.
• Process all purchasing requests, including identification of needs, placement of orders and completion of paperwork.
• Maintain operating budgetary spreadsheets.
• Prepare budget summaries for VA grants.
• Develop and maintain Excel spreadsheets to record and track monthly expenditures.
• Serve as designee in My Expenses/Marketplace for purchases and receipts for all employees in office.
• Create purchase orders for equipment, computers, software until complete.
• Make travel arrangements and handle reimbursements in Marketplace.
• Perform other duties as needed/assigned.

Benefits

• 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
• Range of health insurance and other benefits
• 401(a) retirement savings with 6%25 employee contribution match
• Eligibility to continue health insurance
• Other retiree perks
• Wellness programs

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level