Administrative Assistant - WVU Extension

West Virginia University

20h • Onsite

About The Position

This position provides essential administrative management and support to the leadership team at the West Virginia University Extension Service (WVUES), including the Dean and Director, Associate Deans, and the Youth Protection and Compliance Specialist. The role has a university-wide, state, and national impact, requiring a high level of independent judgment and the ability to manage confidential information with discretion. Key responsibilities include complex calendar management, financial transaction approval (FTA) for P-Cards, and the coordination of volunteer vetting and compliance. The incumbent serves as a primary point of contact for the Dean’s Suite, ensuring operational efficiency through professional communication and proactive problem-solving. Ultimately, this position is vital to maintaining organizational productivity and fostering positive relations with a diverse workforce and customer base.

Requirements

• High School degree required
• A minimum of one (1) year of experience in executive and administrative support and office management.
• Proficiency in Microsoft Office Suite, including Word, Excel (pivot tables), PowerPoint, and Publisher.
• Financial reporting and budget experience.
• Experience with working with the public and providing general customer support.
• Any equivalent combination of related education and/or experience will be considered.
• All qualifications must be met by the time of employment.
• Strong organizational, interpersonal, and administrative skills.
• Strong project management and time management skills.
• Ability to work independently and manage projects and work with minimal supervision.
• Ability to effectively communicate with a diverse workforce and customer base.
• Ability to effectively problem solve, analyzing situations and applying creative and timely solutions.
• Ability to manage a high-volume workload by determining priorities and maintaining established deadlines.
• Ability to adhere to confidentiality and manage confidential and sensitive information with discretion.
• Ability to maintain and adhere to attendance and punctuality standards.
• Ability to proactively solve problems and/or independently handle issues as necessary
• Ability to acquire in-depth knowledge of business operations, policies, and procedures.
• Excellent written and verbal communication skills.

Nice To Haves

• Bachelor’s degree in office administration, business administration or a related field preferred.
• Experience with databases preferred.
• Experience in high level, independent executive position to a major administrator is preferred.

Responsibilities

• Serve as the primary point of contact for visitors entering the Dean’s Suite, providing professional greeting, check in support, and direction to appropriate staff and constituents.
• Maintain the reception area to ensure a welcoming, organized, and professional environment for internal and external guests.
• Provide high quality customer service to callers, visitors, and staff by addressing questions or concerns promptly and professionally.
• Responds to inquiries from department leaders, employees and customers and promotes positive customer and employee relations.
• Follows up as necessary to ensure satisfactory resolution.
• Assist and serve as a cross trained backup for other administrative support staff within the Dean’s Suite and Extension unit, ensuring continuity of operations and maintaining efficient workflow during staff absences, high volume periods, or when additional support is required.
• Receives, screens and distributes correspondence directed to the dean’s office.
• After screening the correspondence, distributes to appropriate individuals within the dean’s office or other staff within WVUES for follow up.
• Conveys issues needing immediate attention and action to the dean and/or associate deans.
• Provides follow through, when appropriate, to customers requiring routine responses.
• In the absence of the Senior Administrative Assistant, coordinates travel arrangements for dean and associate deans including air, hotel, and transportation requirements as necessary.
• Maintains travel profiles, frequent flyer, mileage, points clubs, etc.
• Utilizes Outlook email system to send news updates, teleconference reminders, and surveys.
• Establishes and maintains filing systems (including electronic) and classifies, sorts, and files correspondence, records, and other documents.
• Adheres to Institutional policies and requirements.
• Maintains calendars and plans and coordinates administrative committee meetings and events for supported leaders and areas.
• Provides support to the dean and associate deans with special projects, as needed.
• Serves as a primary scheduling contact for multiple calendars with an understanding on how to manage conflicting priorities.
• Schedules Zoom and Teams meetings and send calendar invitations to the appropriate individuals.
• Performs research for projects as assigned by the dean’s administrative team, using venues such as the internet and/or telephone, as well as other internal and external resources.
• Serves as Financial Transaction Approver (FTA) and DCC for dean’s office P-Cards.
• Provides balance information to cardholders on allowable purchases and adheres to P-Card policies and procedures.
• Notifies cardholders of missing invoices.
• Compiles information for proper audit file.
• Maintains archival data to meet audit requirements of purchasing history.
• Notifies cardholders of updates or changes to the program.
• Provides cardholder limits and remaining balances and reports to director, faculty and staff as needed.
• Prepares and updates pay documents, as needed.
• Attends WVU training sessions and user group meetings.
• Using ExtApps, processes background and DMV checks as requested by county personnel for volunteers.
• Enters data for background checks and training status information for volunteers’ into ExtApps.
• Sends registered letters to volunteers, as necessary.

Benefits

• 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%25 employee contribution match, eligibility to continue health insurance, and other retiree perks.
• Wellness programs

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 1,001-5,000 employees